Document Management: Administrative Assistant

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Division:  Operations

Reference No:  4886

Location:  Johannesburg, Gauteng, ZA

Employment Type:  Fixed Term Contract

Disability (EE targeted role):  No

T.A.S.K Grade:  06

Job Posting Salary:  R244,732.00

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.

NB: This is a 12-Month Fixed-Term Contract position 

Purpose of the Job: The Administrative Assistant is responsible for providing administrative day-to-day support to the Document Management Department.

Key Performance Areas

Compliance Administration

  • Maintain up-to-date written documentation related to the departments business activities.
  • 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.

Meeting Support

  • Arranging meetings on behalf of the department.
  • Assist with taking and distributing minutes in accordance to set governance standards.
  • Create and maintain a register to track matters outstanding.
  • Maintain a follow-up plan on meeting resolutions and matters outstanding.
  • Ensure confirmation of meetings and management of team diaries.
  • Schedule appointments with internal and external stakeholders as and when required.

Document and Records Management

  • Administer the records management and filling processes in line with the RAF filling plan
  • Ensure that the filing system is always up-to-date and functional.
  • 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.

Qualifications:

  • Matric or Grade 12 certificate.
  • Experience
  • Relevant 1 years’ experience in Administrative or similar environment.

Competencies:

  • Behavioural
  • Planning, Organising 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.

Apply Here

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