Coordinator: Social Support Office (Post Level 12) Job ID: 6585 - (2268)

Duties and responsibilities: Social Support

• Provide bereavement support.
• Provide support to families and friends in collaboration with other Student Affairs departments.
• Serve as the primary point of contact for bereavement-related cases, ensuring that affected individuals receive timely and appropriate assistance.
• Provide support as outlined in the student crisis, deaths, and funeral support protocol.
• Perform standby duties and provide operational support outside normal working hours, including evenings, weekends and public holidays, to ensure the effective management of student emergencies and critical incidents.
• Enhance student experience and well-being through the provision of services in collaboration with other Student Affairs departments and university-wide stakeholders.
• Represent the Social Support Office SSO at departmental presentations on the Bloemfontein Campus.
• Prepare Bloemfontein Campus SSO reports.
• Provide evaluation mechanisms for the provision of relevant student-centred programs and feedback.
• Be involved in the recruitment process of all ambassadors within the SSO.
• Update and distribute campus resources, guides, and policies that inform students about available services.
• Manage and ensure that there is available stock of hygiene packs.
• Collaborate with the South African Police Service SAPS, Protection Services and the Health and Wellness Centre, on matters pertaining to students' safety and death on and off campus.
• Provide standby support such as hospital visitations, morgues and police stations during weekends and outside of regular weekday working hours in the event of evictions, muggings, or stabbings.
• Visitation during distress for on-campus and off-campus student accommodation.
• Conduct a needs assessment for students in hospitals and police stations & provide well-being support.
• Engage with the Social Worker pertaining to pregnancy cases and situational needs assessment.
• Engage with Protection Services and South African Police Services SAPS regarding matters pertaining to student cases, projects and programs.
• Manage referrals of students to relevant departments in handling student cases.

Office Management

• Ensure the effective and efficient operation of the SSO office and perform additional duties as assigned by the Head: Institutional Social Support Services ISSS.
• Manage day-to-day inquiries and requests of students.
• Maintain accurate and up-to-date client records, databases, and files utilising the case management system.
• Handle incoming inquiries from clients and the public, providing information and directing them to the appropriate services.
• Schedule and attend ISSS meetings, events, strategic plans, developmental workshops, wellness days and any other delegated engagement from the Head: Institutional Social Support Services.

Financial Administration

• Receive and refer student sponsorship application requests to the SSO Support Technical Officer for further assistance.
• Conduct financial forecasting and cost estimation for campus events to optimise budget allocation.
• Assist the institutional project lead to conduct campus-specific cost estimation relating to institutional projects.
• Facilitate and oversee journal transfers for institutional service providers, ensuring accuracy and timely execution.
• Assist the institutional lead as delegated for all procurement campus-based requests.
• Manage and streamline the requisition process, ensuring accurate and timely issuance of Purchase Orders.
• Oversee the approval process for invoices and facilitate prompt payments to service providers, ensuring accountability and transparency.
• Coordinate and process Travel Authorisations and Cash Advances for student travel, maintaining compliance with university policies.
• Maintain comprehensive records of expenses, invoices, POs, approvals, and financial justifications to ensure financial accountability.
• Manage procurement processes, including the ordering of office supplies, ensuring cost-effective and timely procurement.
• Administer and facilitate student financial support interventions with sensitivity and compliance, including assistance related to bereavement, hygiene packs, transport bus tickets, food support, and other student welfare needs
• Compile detailed financial reports on a monthly, quarterly, and yearly basis, providing key insights and recommendations.
• Approve student support interventions and programme-related expenditure within the delegated financial authority granted by the Head: Institutional Social Support Services ISSS, ensuring compliance with university financial policies, procurement procedures, and approved approval limits.

Project Co-ordination

• Coordinate and oversee the planning and execution of SSO campus programs and events on the Bloemfontein Campus.
• Ensure compliance of campus programs with procurement policies, Health and Safety Act and other institutional SOPs.
• Assist the institutional project lead in ensuring compliance for the SSO program implementation.
• Compile and submit program report within ten 10 working days of program completion when serving as the Institutional Leader of the program.

Inherent requirements

• A relevant bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 in Humanities, Social Sciences, Psychology, Social Work, Community Development, Student Affairs/Development, Public Administration or a related field.
• Minimum of one 1 year's relevant working experience in student support, social support, case management, community services, Student Affairs or a related environment.
• A valid driver's license attach a copy.

Recommendations

• Experience within the higher-education environment, particularly Student Affairs or student support services
• Advanced project management experience.

Competencies Required competencies:

Results Orientated

• The ability to cope with a frequently changing environment and to adapt to evolving situations.
• The ability to stick with tasks, not give up, and overcome obstacles in completing one's task.

Strategic Thinking

• The ability to deal with several activities at a time.
• The ability to plan work and to follow plans.

Business Acumen

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.
• Knowledge of all financial policies.
• University structures and services including academic environment.
• Professional proficiency and knowledge of protocol requirements for liaising with stakeholders.
• Knowledge of IT systems.
• Knowledge of the procurement Policy.
• Computer literate.
• Knowledge of People Soft.
• Good interpersonal and communication skills.
• Good time management and organizational skills.
• Must be self-driven with the ability to function under pressure.

Leading

• The ability to lead, take charge of situations, and offer opinions and directions to others.

Building Coalitions

• The ability to be sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.

Closing date: 9 September 2026