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25 Jul 2021

Full-Time Administrative Control Officer at University of Pretoria

University of Pretoria – Posted by JobsNations Staff South Africa - Pretoria

Job Description

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

  • Regulation amendments: Faculty liaison:
    • Ensure that the development/amendment of programmes is being done within the UP regulatory framework (Strategic Plan UP 2025 and the UP Academic Plan), and that this is also aligned with external regulatory requirements as set out in CHE, HEQC and SAQA policy documents;
    • Stay informed of relevant UP legislation, new and updated policies, as well as ensuring that the relevant information is communicated to role players in the process of programme and curriculum development, with a view to preparing regulation amendment proposals;
    • Assist with the management of the regulation amendment process for three rounds of submissions by all faculties, by strategically distributing information regarding timelines, reviewed processes and due dates;
    • Provide timeous feedback to heads of Student Administration and specific stakeholders by means of Regulation Amendment Meeting (RAM) comments, with a view to the inclusion of finalised and editorially refined proposals in faculty board agendas;
    • Support and facilitate the development of new programmes and the amendment of existing programmes by academic staff through effective processes, by sharing of information and advice; and by working in close collaboration with the relevant role players;
    • Initiate discussions/meetings with specific faculties with a view to refining and correcting programmes that have not yet been fully aligned and including these in proposals for submission for internal approval;
    • Support informed decision making by faculty boards and the Executive of Senate and Senate by means of rendering an important advisory function in the process of preparing and finalising submissions for regulation amendments and proposed new programmes;
    • Understand and implement HEQSF-alignment requirements, and the UP PQM, with regard to academic programmes and nomenclature;
    • Assist the Senior Academic Programmes Specialist and heads of Student Administration with the compilation of agendas and minutes for three rounds of faculty board meetings;
  • Academic Programmes:
    • Provide advice to relevant faculties regarding new and existing academic programmes;
    • Oversee, provide advice and manage the implementation of curriculum changes as contained in the approved regulation amendments, which results in:
      • The creation of new modules, classes, and academic programmes;
      • Changes to existing modules (names, credits, prerequisites, types of presentation, contact time, etc.), classes, and academic programmes (total credits, degree names, departments, etc.);
      • Assigning new academic departments to existing modules and plans (qualifications);
      • Compare current year academic classes with academic classes for the new academic year;
      • Ensuring the approved fixed curriculum per academic programme is correctly captured on the system;
      • Ensuring that proposed transitional measures are noted and implemented on the system;
      • Providing updated module lists for the faculties and fellow staff members to assist with the finalisation of the yearbook process twice a year;
    • Visit faculties and discuss impact of regulation amendment changes and provide advice pertaining to consideration of curriculum implementation and transitional measures;
    • Ensure that yearbooks are updated with the information contained in the approved regulation amendments;
    • Responsible for effective quality control and language editing of yearbook information pertaining to academic programmes.


  • A Bachelor’s degree or equivalent qualification; with
  • Three years’ experience in:
    • A university environment with specific emphasis on electronic administrative systems;
    • Liaison with staff at all levels and with persons, groups or entities within and outside of the University, across cultural barriers;
    • Compiling and understanding the curricula of academic programmes;
    • Compilation of agendas, minutes and documentation of meetings.


  • Comprehensive understanding of institutional and the relevant regulatory framework in order to assist with reviewing and restructuring of curricula;
  • Understand the HEQSF requirements and UP PQM as pertains to academic programmes;
  • Ability to enhance and strengthen faculty liaison in all aspects of the required tasks;
  • Awareness of how academic programmes, modules and the scheduling functions are integrated on the system and in the yearbook;
  • Understand and be able to teach others about the various system components used in the academic programme environment;
  • Ability to interpret and act on information in Senate and faculty board agendas and minutes;
  • Ability to undertake language editing and compile agendas and minutes;
  • Organisational skills;
  • Language skills;
  • Critical thinking;
  • Training skills;
  • Attention to detail;
  • Computer skills and ability to navigate electronic systems (used at tertiary level), MS Word and Excel;
  • Interpersonal skills;
  • Negotiation/communication skills;
  • Ability to work with accuracy and meticulous attention to detail whilst under pressure;
  • Time and priority management;
  • Ability to take informed decisions/decision making – preparedness;
  • Ability to solve problems in accordance with set structures and frameworks;
  • Analytical skills and the ability to interpret and integrate information.


  • Four years’ experience in:
    • Language editing of documents;
    • The higher education environment and understanding related legislation/policy documents with specific reference to the CHE, HEQC, HEQSF, DHET and SAQA.

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, email addresses and telephone details of three referees whom we have permission to contact.

Closing Date : 05 August 2021


Click Here to Submit your CV and Application on Company Website

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

ENQUIRIES: Mr Z Gqabi, for application-related enquiries, and Ms J Petersen,, for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 October 2021, please accept that your application has been unsuccessful.

Job Categories: Administrative/Secretarial Jobs and Public Sector Jobs in Souh Africa. Job Types: Full-Time. Job Tags: Administrative Control Officer at University of Pretoria. Salaries: 100,000 and above.


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