Administrative Assistant x4 (Document Services) at Road Accident Fund

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. 

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.