Administrative Assistant (Document Services) at Road Accident Fund

Key Performance Areas

Process incoming / outgoing mail and mail batching

• Receive, register and stamp incoming correspondence.
• Hand documents for scanning.
• Ensure efficient and timely delivery of mail within the RAF.
• Separate incoming documents and faxes and sort according to destination.
• Ensure files, correspondence and all other documentation is filed according to established policy and procedure.
• Prepare outgoing mail for posting.
• Ensure that outgoing mail is correctly priced and franked.
• Record details of all registered mail and Docex Tracker mail.
• Declare monies received and capture in register
• Prepare bulk mailing. 
• Check addresses and ensure Docex is sent to Docex, Normal and Registered mail to the Post Office.

Perform a range of correspondence Management responsibilities 

• Perform scanning & indexing.
• Check that all mail has been verified before scanning belongs to the Junior Officer Level or above.  
• Ensure that the copying and binding machines are maintained in working order.
• Monitor and make sure that requests for copying or binding are executed efficiently and timeously.
• Ensure quality of copying and binding.
• Belongs to the Junior Officer Level or above. Messenger’s responsibility.
• Archiving assistant’s responsibility. 
• Ensure that mail and files are validated and prepared before scanning. 
• Sort documents according to document class and insert separator pages between classes.
• Ensure that all scanned mail and files are indexed and successfully released to Share Point.
• Receive, stamp, sort, identify, scan and capture writs and summons.
• Check documents and contact attorneys for further information or reference numbers.
• Capture documents in register.
• Insure items if necessary.

Perform Banking Indemnity Form (BIF) processing.

• Capture and verify information recorded on the BIF.
• Liaise with stakeholders. 
• Contribute to Ensuring that claimants and suppliers are paid timeously by meeting turnaround times...
• Ensure that critical timeframes is adhered to.
• Minimize the risk of fraud exposure.
• Adhere to BIF rules and SOP’s to ensure compliance

Render maintenance of Correspondence Management Infrastructure, equipment’s and material

• Report that all mailroom-related equipment is serviced and in good working condition at all times.
• Report on the maintenance of the franking machine in terms of technical maintenance and the loading of money. Belongs to the Admin Officer or senior Officer Level.
• Paste the registered mail tracking stickers. Belongs to the Admin officer or senior Officer Level.
• Perform searches and or retrieve documents from Share Point / MOSS.
• Highlight areas of problems and make recommendations to Line management.

Required minimum education/training

• NQF 4 (Matric or Grade 12) qualification.

Required minimum work experience

• Relevant 1 year experience in an administrative environment.