Administrative Officer (Document Services)

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Division:  Operations

Reference No:  5753

Location:  Menlo Park, Gauteng, ZA

Employment Type:  Fixed Term Contract

Disability (EE targeted role):  No

T.A.S.K Grade:  10

Job Posting Salary:  R434,656.00

Job Posting End Date:  1 Jul 2025

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.  

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.

Apply Here

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