Administrative Control Officer (UP Student Accounts)

UP Professional and Support

DEPARTMENT OF FINANCE

ADMIN CONTROL OFFICER (UP STUDENT ACCOUNTS)

PEROMNES POST LEVEL 8

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

KEY RESPONSIBILITIES

The incumbent will be responsible for the following, but not limited to:

• Resolve students' financial enquiries related to non-payment;

• Provide information on early settlement discount, family discount, Personnel discount, module changes and other financial-related matters;

• Advise students on correct registration amounts, student fees and registration fees;

• Advise faculties on which registration options to use as this cannot be built into the system and will determine the account billing;

• Identify incorrect academic records that affect the account;

• Provide input into the editing of the financial information booklet;

• Manage ad hoc transactions of pay-as-you-eat system and process;

• Ensure International status is correct on the system to ensure the correct billing;

• Advise students/parents on financial arrangement procedures when they cannot make the needed payments on time, and communicate financial decisions to clients;

• Check the correctness of the discontinuation;

• Finalize the student`s account at discontinuation of studies, by including all other accounts;

• Manage and co-ordinate refunds of credit balances payable to students within the regulations of the reason for each credit;

• Reinstate students back into the system if discontinuation was done incorrectly or the student is re-admitted after exclusion;

• Follow up on the outstanding accounts and keep records of all communication to students;

• Follow up on dishonoured financial arrangements and inform students/parents that no further arrangement is possible;

• Provide supervision and apply sound human resource management practices in line with HRM policies;

• Conduct evaluation of staff performance, and inform staff regarding performance criteria relating to finance best practices;

• Monitor and manage the accuracy of the information given by staff during consultation;

• Identify all accounts (Residence, Library, Meals, and Printing credits) as they may be dealt with separately and by other departments, but end up on one student account;

• Use professional communication with external stakeholders, faculties heads, etc. while ensuring account matters are explained thoroughly in a manner showing understanding without distracting of legal implications;

• Analyse and approve affidavits before using them as motivation for payment arrangements;

• Execute strict control before lifting the block for registration, academic record or graduation;

• Advise students/parents on financial arrangement procedure.

MINIMUM REQUIREMENTS

• BCom degree in Accounting /Finance;

• 4 years relevant experience in a higher education environment working with student accounts;

• At least 1 year's supervisory experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE, AND BEHAVIOURAL ATTRIBUTES)

• Knowledge of the National Credit Act (NCA);

• Experience in an accounting environment;

• Experience in student accounts and resolving account errors;

• Experience in advising clients on financial decisions;

• Experience in student administration processes;

• Excellent computer skills in MS Word and MS Excel;

• Ability to provide helpline service for staff in faculties;

• Skilled in attention to detail and meticulous administration;

• Skilled in working in a high-performance real-time environment;

• Experience in handling client enquiries by email, phone and walk-in;

• Proven ability to serve clients with a professional yet friendly attitude;

• Ability to maintain confidentiality;

• Appropriate language and communication skills;

• Ability to function independently, as well as part of a team;

• Availability, including transport, to work overtime in peak periods.

ADDED ADVANTAGES AND PREFERENCES

• Relevant Postgraduate degree;

• Knowledge of the National Credit Act (NCA).

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent's level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

In applying for this post, please attach

• A comprehensive CV;

• Certified copies of qualifications;

• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 1 September 2026.

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

Ms Thandeka Mtswene: thandeka.mtswene@up.ac.za , Tel: (012) 420 4028 for application-related enquiries. and Mrs S Seefane, sophy.seefane@up.ac.za , Tel: (012) 420 - 2673 for enquiries related to the post content. No applications via email will be considered .

Should you not hear from the University of Pretoria by 31 December 2026, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.