Administrative Assistant (Document Services) X4

The Road Accident Fund’s mission is to provide appropriate cover to all road users within the borders of South Africa; to rehabilitate and compensate persons injured as a result of motor vehicle accidents in a timely and caring manner; and to actively promote safe use of our roads.

Main purpose of role: To provide an efficient and effective documents management service. 

Key Performance Areas

Process incoming / outgoing mail and mail batching

•    Receive, register and stamp incoming correspondence.
•    Hand documents for scanning.
•    Ensure efficient and timely delivery of mail within the RAF.
•    Separate incoming documents and faxes and sort according to destination.
•    Ensure files, correspondence and all other documentation is filed according to established policy and procedure.
•    Prepare outgoing mail for posting.
•    Ensure that outgoing mail is correctly priced and franked.
•    Record details of all registered mail and Docex Tracker mail.
•    Declare monies received and capture in register
•    Prepare bulk mailing. 
•    Check addresses and ensure Docex is sent to Docex, Normal and Registered mail to the Post Office.
 

Perform a range of correspondence Management responsibilities 

•    Perform scanning & indexing.
•    Check that all mail has been verified before scanning belongs to the Junior Officer Level or above.  
•    Ensure that the copying and binding machines are maintained in working order.
•    Monitor and make sure that requests for copying or binding are executed efficiently and timeously.
•    Ensure quality of copying and binding.
•    Belongs to the Junior Officer Level or above. Messenger’s responsibility.
•    Archiving assistant’s responsibility. 
•    Ensure that mail and files are validated and prepared before scanning. 
•    Sort documents according to document class and insert separator pages between classes.
•    Ensure that all scanned mail and files are indexed and successfully released to Share Point.
•    Receive, stamp, sort, identify, scan and capture writs and summons.
•    Check documents and contact attorneys for further information or reference numbers.
•    Capture documents in register.
•    Insure items if necessary.

Perform Banking Indemnity Form (BIF) processing.

•    Capture and verify information recorded on the BIF.
•    Liaise with stakeholders. 
•    Contribute to Ensuring that claimants and suppliers are paid timeously by meeting turnaround times...
•    Ensure that critical timeframes is adhered to.
•    Minimize the risk of fraud exposure.
•    Adhere to BIF rules and SOP’s to ensure compliance

Render maintenance of Correspondence Management Infrastructure, equipment’s and material

•    Report that all mailroom-related equipment is serviced and in good working condition at all times.
•    Report on the maintenance of the franking machine in terms of technical maintenance and the loading of money. Belongs to the Admin Officer or senior Officer Level.
•    Paste the registered mail tracking stickers. Belongs to the Admin officer or senior Officer Level.
•    Perform searches and or retrieve documents from Share Point / MOSS.
•    Highlight areas of problems and make recommendations to Line management.

Competencies

Behavioural competencies 

•    Personal Mastery
•    Emotional Wisdom
•    Ethics and Governance
•    Customer orientation and customer focus

Technical Competencies 

•    Communication skills.
•    Planning & organisational. 
•    Computer literacy.
•    Team work.
•    Diversity awareness.
•    Integrity.
•    Analytical thinking
 

Required minimum education/training

•    NQF 4 (Matric or Grade 12) qualification.

Required minimum work experience

•    Relevant 1 year experience in an administrative environment.

The Road Accident Fund subscribes to the principles of employment equity and preference will be given to People with Disabilities.

Applicants who have not received any correspondence from us within six weeks from the closing date can consider themselves unsuccessful

Security Vetting shall be conducted on all prospective employees

It is the applicants’ responsibility to have foreign qualification evaluated by the South African Qualification Authority (SAQA) and to provide proof of such evaluation.