Senior Officer : Residence Facilities - Department of Residence Affairs and Accommodation

Job title : Senior Officer : Residence Facilities - Department of Residence Affairs and Accommodation

Job Location : Gauteng, Pretoria

Deadline : April 07, 2025

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;
• Ensure that study areas and social spaces (including braai areas and outdoor residence facilities) are furnished and maintained accordingly;
• Conduct daily spot checks and quarterly inspection of rooms to ensure compliance with departmental standards;
• Conduct daily checking of security gates, electronic doors and roof access to ensure compliance;
• Ensure waste management is handled in line with protocols of the unit;
• Ensure that there are always spare keys for the locks, an updated keys register, and strict handling and safekeeping of the keys and master keys;
• Ensure that access doors, network points, perimeter access gates, alarms, intercoms, DSTV and other equipment are in working order;
• Provide feedback to students, Heads of Residence and House Committee on progress and completion of maintenance work, including emergencies;
• Administer and ensure the overall building readiness for occupation;
• Ensure that there is a stock of consumables and that consumables are issued to students;

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 placement office at the end of the year for audit purposes;
• Assist students, address complaints / queries, and provide student support and information;

Supervision of the cleaning personnel :

• Supervision of cleaning staff and setting up cleaning schedules;
• Monitor work outputs;
• Train staff;
• Manage 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;
• Control access;
• Contribute to upgrade specifications;
• Coordinate movement of furniture and storage;
• Conduct assessment of work completed and report defects.

MINIMUM REQUIREMENTS :

A total of three years’ experience in :

• A client service environment and attending to 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.