Coordinator: Documents at The South African Revenue Service (SARS)

Job Purpose 

• The purpose of the Coordinator: Documents role is to manage and coordinate the end-to-end process flow of documents and records within SARS, ensuring that all documents are processed, stored, and retrieved efficiently and securely. This includes overseeing the lifecycle of sensitive and confidential information such as taxpayer records and internal communications while ensuring compliance with legislative and organisational standards, including GOC Confidential classifications.
• The role plays a critical part in maintaining the integrity and accessibility of official records, supporting executive decision-making, and enabling smooth administrative operations. It requires close collaboration with internal stakeholders to ensure that document handling aligns with operational priorities and confidentiality protocols.

Education and Experience

Minimum Qualification & Experience Required

• A minimum of a National Diploma/Advanced Certificate (NQF 6) in Information Systems/Records Management/Information Science/Information Technology or Office Administration with solid experience in Information & Records Management AND 2-3 years’ experience in a similar environment with solid experience in Information & Records Management, of which 1-2 years at a knowledge worker level.

Alternative #

• Senior Certificate (NQF 4) with 5 years related experience in Information & Records Management, of which 1 - 2 years at a knowledge worker level.

Minimum Functional Requirements

• Proficiency in document and records management systems.
• Knowledge of legislative compliance (e.g., NARS Act).
• Ability to manage large volumes of data.
• Skills in data analysis and integration.
• Familiarity with GOC confidential classifications.
• Experience in risk and compliance frameworks.
• Strong reporting and documentation capabilities.
• Effective stakeholder engagement and communication.
• GOC Confidential – (a) sensitive information, the unlawful disclosure of which may be harmful to the security or national interest of the Republic or could prejudice the Republic in its international relations; (b) commercial information, the disclosure of which may cause financial loss to an entity or may prejudice an entity in its relations with its clients, competitors, contractors and suppliers. E.g., taxpayer information.

Job Outputs:

Process

• Accumulate information and provide reports with recommendations applicable to the area of specialisation.
• Apply practical and applied knowledge and act authoritatively on methods, systems, and procedures to identify trends and potential risks.
• Communication of situational interpretation and judgment of work outputs and queries in the area of specialisation.
• Correctly apply policies, practices, standards, procedures, and legislation in the delivery of work outputs.
• Effectively plan and schedule own activities to continuously improve quality and service delivery in the area of specialisation.
• Execute process and procedural change, implement the change, and provide guidelines and support related to new requirements as a result of the change.
• Provide specialist input through the investigation of opportunities for operational and process, product, and risk optimisation.
• Use practical and applied knowledge and situational judgement to arrive at decisions.

Governance

• Ensure that completed work adheres to relevant policies, procedures, governance, and legislative requirements, and report on deviations and discrepancies.

People

• Develop and maintain productive working relationships with peers and team members to achieve predefined objectives.

Finance

• Adhere to organisational policies and procedures to ensure cost-effectiveness and reduction of financial costs.

Client

• Contribute to a culture of service excellence, which builds positive relationships and provides opportunity for feedback and exceptional service.
• Ensure own understanding and adherence to customer service delivery and provide specialist support to meet or exceed customer expectations.

Behavioural Competencies

• Accountability
• Analytical Thinking
• Attention to Detail
• Commitment to Continuous Learning
• Conceptual Ability
• Expertise in Context
• Fairness and Transparency
• Honesty and Integrity
• Organisational Awareness
• Respect
• Trust

Technical Competencies

• Business Knowledge
• Data Collection and Analysis
• Efficiency improvement
• Events, Meetings, or Task Coordination
• Functional Policies and Procedures
• Planning and Organising
• Records and Archive Management
• Electronic Records Management System
• Reporting
• Service Delivery
• Standard operating procedure compliance

Deadline:30th July,2025