Document and Record Administrator at South African National Blood Service (SANBS)

Introduction

• A multiskilled position that manages SANBS records for archiving and formatting of documents required for approval. The records management involves, receiving, indexing, processing and digitizing the records.
• This requires checking the records being sent correlate against the records retention periods and ensuring the records information will allow for retrieval in case of a legal dispute.
• Formatting of all policy and procedural documents to ensure consistency and high-quality documents. Following up and ensuring the documents are released and available for the staff who use them.
• Provide support, training, mentoring and coaching to all departments within SANBS with regard to documentation and records management.

Job description

KEY PERFORMANCE AREAS (KPAS)

KPA 1: Digitising, archiving and retrieval of records

KPI

• Classify, code, cross-reference, log and store records.
• Maintain indexes for classification systems.
• Operate information retrieval systems and respond to requests for records.
• Review files periodically to ensure they are complete and correctly classified.
• Label files according to retention and disposal schedules and prepare files for disposal.
• Receive paper-based records from the individual sites within SANBS.
• Review and ensure the information is captured on the archiving documentation.
• Verify that the information completed on the archiving documentation is the same as the records in the box.
• Sort records into batches for digitisation. 
• Digitise the records daily, meeting the SLA turnaround times.
• Sort and pack the archiving boxes.
• Capture the records metadata information into the electronic management system.
• Capture the retention periods as per the retention schedule.
• Store records in the dedicated storage area until 30 boxes are collected. 
• Process information as required on the archiving electronic system.
• Transfer the archiving information on the SANBS records management system.
• Retrieve documentation required by work areas.

KPA 2: Manage the records management system
KPI

• Capture all digitised records in the records management system.
• Quality assurance checks on digitised records.
• Manage the metadata input and integrity.
• Ensure the retention schedule is adhered to.
• Ensure the archiving destination is recorded against the electronic records file.
• Manage and check the file plan is maintained.
• Ensure retrieval of documentation within turnaround times.

KPA 3: Liaise with internal and external stakeholders
KPI

• Manage and coordinate the requests from internal and external sources.
• Manage and coordinate sending boxes to archiving service providers. 
• Participate in stakeholder meetings.
• Ensure the destruction of the hard copy records is completed.
• File proof of destruction certificates for legal cases.
• Support financial audits with retrievals of debtor-barcoded records.
• Send out customer surveys.
• Monitor and check monthly stock levels and order replenishment stock timeously.
• Log notifications and liaise with quality business partners.
• Educate stakeholders on discrepancies/issues through quality circles meetings.

KPA 4: Administrative duties
KPI

• Maintain access lists for security classified records.
• Compile statistics and reports on activities within records services.
• Extract exception reporting for the EIM system and correct.
• Liaise with line management on destruction of record anomalies.
• Compile and submit monthly reports to the documents and records manager.
• Maintain a personal development plan that leads to excellence.

KPA 5: Document quality assurance
KPI

• Collaborate and maintain documents for the document and records team.
• Perform quality assurance duties on documents generated by different departments:
• Check documents (A01-A09) that are generated and make changes according to the guidelines for documents.
• Liaise with work areas on grammar and formatting issues on documents and support document authors on SAP DMS queries.
• Distribute documents in SAP DMS to existing / new staff.
• Follow up on the various status of documents on DMS. 
• Substitute for the approval of procedures and information documentation.
• Perform user testing on the test and production clients when necessary.
• Complete the user testing packs and get them approved.
• Action error documents. Log the change required on the helpdesk and load into SAP DMS.

Competencies

Cognitive 

• Analytical Thinking and Attention to Detail
• Problem-Solving
• Planning, Organising and Monitoring
• Ability to prioritise

Personal

• Ethical Behaviour
• Excellence Orientation
• Resilience and Stress Management
• Self- Management

Interpersonal 

• Customer Service Orientation
• Knowledge Sharing
• Teamwork
• Relationship Building
• Communication Skills
• Conflict Management

Prof. technical

• Systems Competence
• Legislative Literacy
• Computer Literacy
• SAP Skills
• QC and Audit
• Technical and Professional Competence

 Leadership

• Practical Execution Management

Apply by: 26 April 2026