Administrative Assistant x4 (Document Services)

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.

Purpose of the job: The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.

Key Performance Areas

Compliance Administration.

• Ensure compliance to the policies and process standards.
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.

Office coordination

• Assist in making follow-ups on outstanding matters.
• Ensure all requests are handled and responded to within set timelines.
• Assist in ensuring the availability of stationery within the department.
• Validate and verify information and documents submitted for accurate capturing and further handling. 
• Ensure the systems/registers used are kept up to date.
• Check for duplicate documents,  requests and queries and report on them.
• Allocate reference numbers and accurately capture related documents on different systems.
• Allocation of matters to responsible team members.
• Draft and send out  letters to all stakeholders as required.

Document and Records Management

• Administer the records management and filling processes in line with the RAF filling plan
• Ensure the systems/registers used are kept up to date.
• Retrieval of information at all times as requested in the office.
• Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
• Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.
• Prepare physical documents for scanning; by sorting, removing and ensure proper orgarnization. 
• Scan and digitize documents with high accuracy and clarity. 
• Index and apply metadata tagging documents according to RAF's approved plan. 
• Labelling and classification of documents. 
• Naming conventions and categorizing documents for easy access. 
• Secure electronic storage and compliance with data protection regulations. 
• Knowlewdge of data protection and retention period for archiving. 
• Knowledge of QR code or barcoding for efficient tracking of physical document. 

Competencies

Behavioural:

• Planning, organisation and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Client service orientation

Technical:

• Computer literacy in MS Word, Excel, PowerPoint.
• Excellent planning and organisational skills.
• Good administrative skills.
• Ability to access required information.
• Writing skills.
• Basic understanding of SCM processes.
• Basic financial acumen.

Qualifications

•  Matric or Grade 12 certificate.
• NCV4 (IT) will be an added advantage. 
• National Archives Certification will be an added advantage. 

Experience

• Relevant 1-2 years’ experience in Archival or Information Management.

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.