Job Description

MAIN DUTIES AND RESPONSIBILITIES

• Capture and update movement of collateral documents in the database
• Assist in uploading approved submissions and committee minutes onto Docupedia.
• Classifies, indexes and stores all received committee meeting records according to the approved File Plan and the Records Procedure Manual
• Scans and imports the original submissions into the electronic records management system using correct metadata;
• Receives and distributes CAM Memos to stakeholders on the distribution list in the memo;
• Classifies, indexes and files the CAM Memos according to the approved File Plan and the Records Procedure Manual;
• Registers client payment records register before submission of payments to Financial Management for further processing;
• Indexes and files client payment records e.g. invoices in line with approved policies and procedures;
• Performs regular inspections of physical client correspondence records to ensure correct filling and condition of the records in line with approved procedures
• Maintain an effective and up to date record of new client correspondence received
• Attends to all queries and responds to requests for the retrieval of records from internal clients;
• Participation in any records management related initiatives or projects undertaken by the department.

QUALIFICATIONS (Formal qualifications)

• Matric

• Relevant post-matric administrative qualification (Diploma)
• 1-year certificate in Records Administration (would be an added advantage)

EXPERIENCE & KNOWLEDGE (knowledge, type and length of experience and skills required to perform the job competently)

• Preferably 2 to 5 years relevant working experience within a records management environment
• The following computer skills and knowledge of office software packages are essential:
• MS Word; PowerPoint; Excel; Outlook; MS Teams;
• Knowledge of SAP will be an added advantage
• Organized and persistent, with drive and determination to achieve goals.
• Effective, versatile and action-oriented

ESSENTIAL JOB COMPETENCIES

• Exceptional administrative, organising and planning skills.
• Ability to work independently and within a team.
• Ability to prioritise and work under pressure.
• Attention to detail.
• Strong interpersonal and communication skills.
• Sound knowledge of MS Office i.e. Word, Excel and PowerPoint
• Ensure confidentiality given the nature of the work
• Good ethics, integrity and high level of professionalism

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