HR191 / JOB DESCRIPTION /

NOTES

·  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm

·  This form serves as a template for the writing of job descriptions.

·  A copy of this form is kept by the line manager and the job holder.

POSITION DETAILS

Position title / Staff Housing Administrative Officer
Job title (HR Practitioner to provide) / Administrative Officer
Job grade (if known) / PC 8
Academic faculty / PASS department / Department of Student Affairs
Academic department / PASS unit / Student Housing & Residence Life
Division / section / Staff Housing
Date of compilation / February 2014

ORGANOGRAM

PURPOSE

The main purpose of this position is to assist the Staff Housing Officer manage the accommodation of newly appointed staff to the University. This involves a booking function as well as the operational area of the accommodation. It is imperative that the operation is compliant with legislation in terms of lease agreements.

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JOB CONTENT

Key performance areas (4 – 6)
(What) / % of time spent / Activities / Objectives / Tasks
(How) / Results / Outcomes
(Why) / Competencies needed
1 / Bookings and Payment Function / 50% / ·  Attend to bookings enquiries.
·  Ensure signing and return of offer
·  Follow up of non-payment of deposits
·  Send out reminder for payment with payment details
·  Set up and manage database of tenants banking details
·  Check documentation to ensure accuracy before submitting to Senior Co-ordinator
·  Bill preparation
·  Manage database of tenants
·  Do monthly occupancy
·  Provide support to the Commercial Assets Administrator with the management of accounts / ·  Ensure swift and efficient response to bookings enquiries
·  High degree of accuracy
·  Good communication and feedback loop to tenants is maintained
·  Ensure compliance in terms of policies and protocols / ·  High degree of accuracy
·  Good verbal and written skills
·  Knowledge of basic accounting
·  Attention to detail
·  Flexibility
·  E-mail
·  MS Word
·  MS Excel
2 / Operational Function
/ 35% / ·  Prepare Register with Welcome Packs for guests to sign in at CPS
·  Follow up of arrivals by checking the lists at CPS
·  Provide relevant information to guests about facilities
·  Regular checks regarding keys
·  Prepare Welcome Packs for guests
·  Collate guest’s evaluation forms on database
·  Inspect accommodation
·  Approve cleaning
·  Log and follow up of maintenance calls
·  Assess nature of maintenance work to be done
Together with the Staff Housing Officer:
·  Manage the performance of the handyperson
·  Delegate tasks to the handyperson and monitor progress thereof / ·  Consistent standards are maintained
·  Swift turnaround in terms of maintenance related matters
·  Assist to facilitate smooth transition in terms of newly appointed staff / ·  Accuracy
·  Flexibility to allow for multi-tasking
·  High degree of consistency
·  Compliant to UCT procedures and policies
·  Planning and organizing skills
3 / Manage stock control and lease agreements / 35% / ·  Prepare lease agreements
·  Ensure lease agreements signed and returned
·  Prepare leases for Directorate signature
·  Set up and conduct inventory inspections
·  Liaise with tenants on discrepancies
·  Arrange for stock count on a monthly basis
·  Set up and maintain data of stock records
·  Liaise with service providers regarding orders and deliveries
·  Obtain quotations for acquisition of stock
·  Compile list annually for semi-durable products / ·  Compliance adhered to in terms of signing of leases
·  Timeous acquisition of stock
·  Exercising proper controls in terms of stock
·  Reliable system for stock records / ·  Accuracy
·  Attention to detail
·  MS Excel
·  Administrative skills
·  Time management
·  Planning and Organizing skills
·  Good communication skills
·  Filing and document handling
4 / Building stakeholder relationships / 5% / ·  Form an alignment with competitors in the industry through benchmarking
·  Liaise with outsourced service providers such as gardening, cleaning, access control, etc.
·  Show accommodation to potential guests or administrators / ·  Ensure service level agreements are being adhered to
·  UCT eligibility policy in terms of accommodation adhered to / ·  Flexibility
·  Interpersonal skills
5 / Ad hoc duties / 5% / ·  Attend to administrative and operational requests from Senior Co-ordinator when needed
·  Attend to ad hoc requests from Senior Co-ordinator and Section Head / ·  Execute ad hoc request as they arise / ·  Ability to display initiative and problem solve
·  Ability to complete tasks

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MINIMUM REQUIREMENTS

Minimum qualifications / Matric/Grade 12
Minimum experience
(type and years) / Three year’s relevant experience
A valid driver’s license
The following would be advantageous:
A relevant post matric qualification
Knowledge and experience in the rental industry
Working knowledge of the RMS booking system

AGREED BY

PRINT NAME / SIGNATURE / CONTACT NO. / DATE
Job Holder
Line Manager
HOD

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