Senior Officer: Residence Facilities – Department of Residence Affairs and Accommodation needed at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to:

Residence Facilities maintenance and operations coordination:

• Inspect the buildings/infrastructure for any defaults or maintenance work to be conducted;
• Record maintenance faults and register them on the work order system;
• Follow-up with the Department of Facilities Management and contractors, to ensure that registered work orders/required maintenance/repair work is attended to within acceptable standards;
• Conduct inspection after the job/maintenance/repair work is done, to determine acceptable work standards and good quality of the repairs/installation/maintenance, and approve/reject such work. Where there is uncertainty, request the support of the Department of Facilities Management in assessing the quality of work;
• Ensure that hygienic standards are maintained in the residence environment before a student and/or guest occupies a room, during stay and on exit;
• Ensure that the University policies, Occupational Health and Safety, and Fire Hazard regulations are adhered to; etc.;

Student administration and placement:

• Update the students’ registration status in residences – working closely with the Residence Placement Office (admissions to residence; transfers to other residences; and termination of residence placements);
• Supply room keys and file room occupation forms accordingly;
• Always ensure that departure forms are completed and room keys returned;
• Conduct room inspections, record any damages and charge/fine the student accordingly;
• Return the room occupation forms to the placement office at the end of the year for audit purposes;
• Assist students, attend to complaints/queries, and provide student support and information;

Supervision of the cleaning personnel:

• Supervision of cleaning staff and cleaning schedules;
• Monitor work outputs;
• Train staff;
• Mange health and safety protocols;

Asset management and maintenance:

• Manage and monitor asset movements and transfers, and maintain the asset register;
• Update the inventory lists/registers and submit them to the Assets and Stock Control Officer;
• Ensure that the laundry room equipment is in working order and is provided with the due supplies and consumables;
• Record and request replacement of broken assets – and where possible, record and submit details of students who may be liable for the cost of repairs;
• Liaise with the IT department for IT equipment, and ensure that all IT equipment is in working order;
• Oversee the overall maintenance of assets (e.g. servicing of assets);

Client services:

• Serve as point of contact for client services;
• Provide student support and referrals to relevant points of contact;
• Share relevant and important information;
• Assist with student open days/Choose UP days, welcoming day, and other student programmes as and when needed;
• Contribute towards making the residence environment conducive to academic success and overall wellbeing as a space for Listening, Learning and Living (LLL), and overall student development;
• Ensure overall good and healthy working relations with the residence community (i.e. Heads of Residences, student leaders, students, visitors, etc.) while ensuring the overall wellbeing of the residence environment;

Health and safety:

• Complete check on permitted (electrical) appliances that students may bring to residences;
• Monitor that there is no tampering with fire and other safety and security equipment, and report non-compliance and violation;
• Conduct health and safety and security inspections and report non-compliance;
• Ensure that emergency evacuation plans are adhered to and implemented;
• Ensure communication with the relevant stakeholders regarding any security, health and safety hazards and risks;
• Monitor and report health and safety non-compliance by students, employees, maintenance workers and contractors in the residences;

Administration during visitor accommodation and residence upgrading:

• Contribute to the process of upgrading and refurbishment;
• Supervise assistants;
• Control access;
• Contribute to upgrade specifications;
• Coordinate movement of furniture and storage;
• Conduct assessment of work completed and report defects.

MINIMUM REQUIREMENTS:

• Relevant National diploma OR Grade 12;
• A total of three years’ experience with a diploma, or a total of five years’ experience with Grade 12, in:
• A client service environment and handling enquiries;
• Supervising building maintenance and cleaning services;
• Knowledge and experience in health and safety within the accommodation environment
• Administrative experience in a tertiary institution processes and workflow, and financial management.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge of:

• Occupational health and safety;
• Building maintenance;
• Basic accounting principles and application;
• Student financing, bursary and accounts protocols;
• University structures and student assistance;  

Technical competencies:

• Computer literate;