Administrative Officer (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.

THIS IS A TWENTY FOUR (24) MONTHS FIXED TERM CONTRACT

Purpose: To provide an efficient document management service in the RAF

Key Perfromance Areas

Process incoming/outgoing mail and mail batching

• Deal with unidentified mail and faxes. 
• Ensure optimum daily dispatch and receiving of mail and goods.
• Resolve mail related queries of a more contentious nature.
• Control mail distribution process.
• Ensure the receipt, capturing and dispatch of Legal. Process Documents (e.g. summonses & writs) adheres to critical timeframes.
• Do regular inspection of registers of payments to Finance.
• Ensure that the physical and/or electronic records are maintained.
• Perform searches and/or retrieve documents from Share Point and scanning solution

Render Correspondence Management services

• Ensure that mail and files are validated before scanning.
• Allocate mail to scanners for scanning.
• Ensure that all scanned mail and files are indexed and successfully released to Scanning solution and indexing. 
• Handle ICT related queries.
• Ensure scanners & equipment operate optimally.
• Copying, binding and laminating.
• Ensure that requests for copying, binding or laminating are executed efficiently and timeously.
• Monitor availability of messenger services for delivery of items to financial institutions, Government departments, clients, at all times.
• Ensure the delivery of an effective and efficient messenger service within the RAF.
• Booking of vehicle for delivery / collection of items.
• Ensure that archiving of scanned files and documents is done in accordance with the Archive Act and RAF RMS strategies and objectives.

Render supervisory responsibilities for Correspondence Management staff

• Manage allocation and execution of tasks by subordinates.
• Ensure staff adhere to policies and procedures.
• Maintain discipline and report breaches to senior to action.
• Mediate and resolve areas of conflict amongst subordinates.
• Training and re-training of staff members.
• Monitor staff leave usage.
• Monitor time keeping and work attendance.

Provide inputs and ensure adherence to Policies and Procedures

Participate in the development of Policies and Procedures within area of responsibility.

Qualification and Experience

• NQF 7 (Bachelor’s Degree or Advanced Diploma in Administration/ Business Management related qualification
• Relevant 3 years’ experience in an Administrative/ records management/mailroom 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.