Four (4) Administrative Assistant vacancies at Road Accident Fund- Document Services

Four (4) Administrative Assistant vacancies at Road Accident Fund- Document Services

DEADLINE: 25 February 2025

Purpose of the job: The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.

Key Performance Areas

Compliance Administration.

• Ensure compliance to the policies and process standards.
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office coordination

• Assist in making follow-ups on outstanding matters.
• Ensure all requests are handled and responded to within set timelines.
• Assist in ensuring the availability of stationery within the department.
• Validate and verify information and documents submitted for accurate capturing and further handling. 
• Ensure the systems/registers used are kept up to date.
• Check for duplicate documents,  requests and queries and report on them.
• Allocate reference numbers and accurately capture related documents on different systems.
• Allocation of matters to responsible team members.
• Draft and send out  letters to all stakeholders as required.

Document and Records Management

• Administer the records management and filling processes in line with the RAF filling plan
• Ensure the systems/registers used are kept up to date.
• Retrieval of information at all times as requested in the office.
• Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
• Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.
• Prepare physical documents for scanning; by sorting, removing and ensure proper orgarnization. 
• Scan and digitize documents with high accuracy and clarity. 
• Index and apply metadata tagging documents according to RAF’s approved plan. 
• Labelling and classification of documents. 
• Naming conventions and categorizing documents for easy access. 
• Secure electronic storage and compliance with data protection regulations. 
• Knowlewdge of data protection and retention period for archiving. 
• Knowledge of QR code or barcoding for efficient tracking of physical document. 

Competencies

Behavioural:

• Planning, organisation and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Client service orientation

Technical:

• Computer literacy in MS Word, Excel, PowerPoint.
• Excellent planning and organisational skills.
• Good administrative skills.
• Ability to access required information.
• Writing skills.
• Basic understanding of SCM processes.
• Basic financial acumen.

Qualifications

•  Matric or Grade 12 certificate.
• NCV4 (IT) will be an added advantage. 
• National Archives Certification will be an added advantage. 

Experience

• Relevant 1-2 years’ experience in Archival or Information Management

Also Check: Three (3) Gate Guard vacancies at Mokala National Park