Administrative Officer (Document Services) at Road Accident Fund

Job Posting Salary:  R434,656.00

THIS IS A TWENTY FOUR (24) MONTHS FIXED TERM CONTRACT

Purpose: To provide an efficient document management service in the RAF

Key Perfromance Areas

Process incoming/outgoing mail and mail batching

• Deal with unidentified mail and faxes. 
• Ensure optimum daily dispatch and receiving of mail and goods.
• Resolve mail related queries of a more contentious nature.
• Control mail distribution process.
• Ensure the receipt, capturing and dispatch of Legal. Process Documents (e.g. summonses & writs) adheres to critical timeframes.
• Do regular inspection of registers of payments to Finance.
• Ensure that the physical and/or electronic records are maintained.
• Perform searches and/or retrieve documents from Share Point and scanning solution

Render Correspondence Management services

• Ensure that mail and files are validated before scanning.
• Allocate mail to scanners for scanning.
• Ensure that all scanned mail and files are indexed and successfully released to Scanning solution and indexing. 
• Handle ICT related queries.
• Ensure scanners & equipment operate optimally.
• Copying, binding and laminating.
• Ensure that requests for copying, binding or laminating are executed efficiently and timeously.
• Monitor availability of messenger services for delivery of items to financial institutions, Government departments, clients, at all times.
• Ensure the delivery of an effective and efficient messenger service within the RAF.
• Booking of vehicle for delivery / collection of items.
• Ensure that archiving of scanned files and documents is done in accordance with the Archive Act and RAF RMS strategies and objectives.

Render supervisory responsibilities for Correspondence Management staff

• Manage allocation and execution of tasks by subordinates.
• Ensure staff adhere to policies and procedures.
• Maintain discipline and report breaches to senior to action.
• Mediate and resolve areas of conflict amongst subordinates.
• Training and re-training of staff members.
• Monitor staff leave usage.
• Monitor time keeping and work attendance.

Provide inputs and ensure adherence to Policies and Procedures

• Participate in the development of Policies and Procedures within area of responsibility.

Qualification and Experience

• NQF 7 (Bachelor’s Degree or Advanced Diploma in Administration/ Business Management related qualification
• Relevant 3 years’ experience in an Administrative/ records management/mailroom environment.