Senior Administrative Assistant - Department of Human Resources at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

• Provide advice and assistance to clients on the retrieval, organising, destruction and archiving of records, continuously;
• Ensure that confidential records are handled according to the prescribed guidelines;
• Identify and implement service improvements in record management;
• Capture and store staff records on the relevant system;
• Examine records for legibility, completeness, quality and retention requirements and communicate feedback to the relevant stakeholders;
• Receive and organise records by verifying that they are properly sequenced and categorised in accordance with standard operating procedures (SOPs);
• Ensure quality control by screening records on the Electronic Record Management System (ERMS) for duplicates and general errors; 
• Ensure that all records captured on the ERMS are available with the necessary accurate and high-quality indexing data;
• Perform random quality checks on historic files;
• Ensure compliance with all applicable legal requirements, as well as UP Record Management policies and ensure procedures on a continuous basis;
• Assist in the development and maintenance of folder structures to ensure compliance with administrative, legal, and financial requirements; and 
• Provide general office support through the preparation of routine correspondence and ad hoc reports.

MINIMUM REQUIREMENTS:

• Grade 12 with three years of relevant experience in records management and electronic records management systems; Office administration and database administration.
• 3 years’ Diploma in Human Resource Management, Administration, Business Management, or a related field with one year of work experience in records management and electronic records management systems; Office administration and database administration.