ASD: Archives & Office Support Services at Department Of Public Works And Infrastructure

REQUIREMENTS :

• A minimum of three-year tertiary qualification (NQF Level 06)/ National Diploma in Public Administration/ Information Science, Records Management; Relevant years’ experience in records management at supervisory level. 

DUTIES :

• Implement effective records management systems-:Facilitate the implementation of records management policies and guidelines; Advise and coordinate the use of approved File Plan by departmental units; Reduce the duplication of records to improve information sharing; Implement records preservation strategies on crucial records; Monitor and evaluate records management practices for compliance; Undertake regular reviews and analysis of records management training needs; Raise awareness on records management and information practices; Provide compliance report on records management to the management. Supervise the Departmental registry operations:-Facilitate access to information and records;
• Regulate the receipt and flow of related documentation; Ensure that files are available on request; Ensure the tracing of files; Coordinate the provision of printing works; Manage the dispatching of outgoing mail; Monitor and track the utilisation of files from the Registry; Control the maintenance and application of the filing system; Conduct regular registry inspections/audit. Manage office support services: -Provide postal and courier services; Manage the provision of driving services to transport passengers and deliver other items (mail and documents) for the Department; Ensure effective schedules for drivers and messengers; Manage the photocopying services; Manage the telephone accounts activities. Implement systematic disposal of inactive records in accordance with applicable prescripts-:Develop systematic disposal programme; Conduct records audit to determine which records/ archives to be dispose;
• Compile the application for disposal authority and submit to National Archives; Ensure authorization of records to be disposed; Provide advice on the disposal of records, particularly how long records should be kept; Manage the register of documents that have been disposed. Supervise employees to ensure effective service delivery -: Provide general supervision of employees; Allocate duties and do quality control of the work delivered by supervisees; Advise and lead subordinates with regard to all aspects of the work; Manage performance, conduct and discipline of subordinates; Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently and effectively; Develop, implement and monitor work systems (Rea-patala) and processes to ensure efficient and effective functioning.