<h1 style="font-weight: 400;"><strong>Administrative Assistant x4 (Document Services)</strong></h1>
<p><strong>Division: Operations</strong></p>
<p><strong>Reference No: 5312</strong></p>
<p><strong>Location: South Africa</strong></p>
<p><strong>Employment Type: Fixed Term Contract</strong></p>
<p><strong>Disability (EE targeted role): Yes</strong></p>
<p><strong>T.A.S.K Grade: 06</strong></p>
<p><strong>Job Posting Salary: R244,732.00</strong></p>
<p><strong>Job Posting End Date: 25 Feb 2025</strong></p>
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<p><strong>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.</strong></p>
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<p><strong>Purpose of the job: The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.</strong></p>
<p><strong>Key Performance Areas</strong></p>
<p><strong>Compliance Administration.</strong></p>
<ul>
<li><strong>Ensure compliance to the policies and process standards.</strong></li>
<li><strong>Keep abreast of internal standards and business goals to ensure adherence to sound internal control.</strong></li>
</ul>
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<p><strong>Office coordination</strong></p>
<ul>
<li><strong>Assist in making follow-ups on outstanding matters.</strong></li>
<li><strong>Ensure all requests are handled and responded to within set timelines.</strong></li>
<li><strong>Assist in ensuring the availability of stationery within the department.</strong></li>
<li><strong>Validate and verify information and documents submitted for accurate capturing and further handling. </strong></li>
<li><strong>Ensure the systems/registers used are kept up to date.</strong></li>
<li><strong>Check for duplicate documents, requests and queries and report on them.</strong></li>
<li><strong>Allocate reference numbers and accurately capture related documents on different systems.</strong></li>
<li><strong>Allocation of matters to responsible team members.</strong></li>
<li><strong>Draft and send out letters to all stakeholders as required</strong></li>
</ul>
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<p><strong>Document and Records Management</strong></p>
<ul>
<li><strong>Administer the records management and filling processes in line with the RAF filling plan</strong></li>
<li><strong>Ensure the systems/registers used are kept up to date.</strong></li>
<li><strong>Retrieval of information at all times as requested in the office.</strong></li>
<li><strong>Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.</strong></li>
<li><strong>Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.</strong></li>
<li><strong>Prepare physical documents for scanning; by sorting, removing and ensure proper orgarnization. </strong></li>
<li><strong>Scan and digitize documents with high accuracy and clarity. </strong></li>
<li><strong>Index and apply metadata tagging documents according to RAF&#8217;s approved plan. </strong></li>
<li><strong>Labelling and classification of documents. </strong></li>
<li><strong>Naming conventions and categorizing documents for easy access. </strong></li>
<li><strong>Secure electronic storage and compliance with data protection regulations. </strong></li>
<li><strong>Knowlewdge of data protection and retention period for archiving. </strong></li>
<li><strong>Knowledge of QR code or barcoding for efficient tracking of physical document.</strong></li>
</ul>
<p><strong>Competencies</strong></p>
<p><strong><u>Behavioural:</u></strong></p>
<ul>
<li><strong>Planning, organisation and coordinating.</strong></li>
<li><strong>Personal mastery.</strong></li>
<li><strong>Emotional wisdom and decision making.</strong></li>
<li><strong>Ethics and values.</strong></li>
<li><strong>Client service orientation</strong></li>
</ul>
<p><strong><u>Technical:</u></strong></p>
<ul>
<li><strong>Computer literacy in MS Word, Excel, PowerPoint.</strong></li>
<li><strong>Excellent planning and organisational skills.</strong></li>
<li><strong>Good administrative skills.</strong></li>
<li><strong>Ability to access required information.</strong></li>
<li><strong>Writing skills.</strong></li>
<li><strong>Basic understanding of SCM processes.</strong></li>
<li><strong>Basic financial acumen.</strong></li>
</ul>
<p><strong>Qualifications</strong></p>
<ul>
<li><strong> Matric or Grade 12 certificate.</strong></li>
<li><strong>NCV4 (IT) will be an added advantage. </strong></li>
<li><strong>National Archives Certification will be an added advantage. </strong></li>
</ul>
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<p><strong>Experience</strong></p>
<ul>
<li><strong>Relevant 1-2 years’ experience in Archival or Information Management.</strong></li>
</ul>
<p><strong>The Road Accident Fund subscribes to the principles of employment equity and preference will be given to People with Disabilities.</strong></p>
<p><strong>Applicants who have not received any correspondence from us within six weeks from the closing date can consider themselves unsuccessful</strong></p>
<p><strong>Security Vetting shall be conducted on all prospective employees</strong></p>
<p><strong>It is the applicants’ responsibility to have foreign qualification evaluated by the South African Qualification Authority (SAQA) and to provide proof of such evaluation.</strong></p>
<p><strong><a class="maxbutton-1 maxbutton" href="https://careers.raf.co.za/job/Menlo-Park-Administrative-Assistant-x4-(Document-Services)-Gaut/1147200155/"><span class='mb-text'>CLICK HERE TO APPLY</span></a> </strong></p>
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