REQUIREMENTS
- Matric certificate/Grade 12
- Recognized National Diploma (NQF 6) in Business Administration, Public Management, Marketing, Public Relations or equivalent qualification
- 1-2 Years’ experience in registry and record management
- A valid driver’s license
KNOWLEDGE
- Knowledge of registry duties and practices as well as the ability to capture data and operate a computer.
- Knowledge and understanding of legislative framework governing the Public Services.
- Knowledge of storage and retrieval procedures in terms of the working environment.
- Understanding of the work in the registry.
- Knowledge of disposal procedure.
SKILLS
- Reading
- Confidentiality
- Self-discipline
- Planning and organizing
- Good verbal and written communication
- Computer Literacy
- Flexibility
- Teamwork
VALUES AND ATTRIBUTES
- Good interpersonal Relations
- Always professional and friendly
- Always willing to assist clients
- Team player
- Reliability
DUTIES
- Keep an updated claims register for incoming and outgoing claims.
- Assist the Contract Administrator with assessing contractors’ claims.
- Assist with processing of payment requisitions and prepare for approval.
- Forward proof of payments to stakeholders.
- Assist with the preparation of audits and provide all audit information requested.
- Consolidate evidence for DHET, Internal and External Audit.
- Preparation of the payment sheets and ensure that contractors are paid on time.
- Review of the monthly reports.
- Document Management:
- File and maintain an effective electronic and manual document management system.
- Record all incoming correspondences/documents and distribute them to relevant staff members.
- Implement and maintain an effective filing system.
- Consolidate and file site visit reports.
- Ensure reports and relevant forms are submitted by various stakeholders.
- Assist with the maintenance of proper records.
- Establish a systematic filing process.
- Validation of data prior reporting.
- Provide overall administrative support to the division.
- Provide a support function to the whole Facilities, Fleet, OHS and Records Management division.
- Compliance and support the development of high-quality templates and tools to assist with the effective management of and continuous improvement within the unit.
- Ensure that all facilities documents comply with statutory, legislative regulations and procedures.
- Contribute to the Unit’s reporting on its deliverables and processes.
- Support the operationalization and implementation of the facilities plan.
- Support the development of relevant processes and activities within the division.
- Attend to stakeholder queries and assist with the provision of relevant information and support to stakeholders.
- Scan and capture Facilities, Fleet, OHS and Records Management documents.
- Arrange and coordinate all divisional meetings and workshops.
- Minute taking in unit’s and committee meetings.
- Ensure the Facilities Manager’s diary is well maintained.
- Attend to clients.
- Handle telephonic and other enquiries received.
- Receive and register hand-delivered mails/requisitions.
- Sort, register and dispatch documents.
- Implement records control schedule.
- Electronic scanning of files.
- Storage and tracing (electronically/manually) and retrieval of documents.
- Sort and package files for archives and distribution.
- Compile a list of documents to be archived and submit to the supervisor.
- Keep records for archived documents.
PLEASE NOTE THE FOLLOWING
- Application must be submitted on a new Z83 (81/971431) form obtainable from any Public Services Department, it can also be downloaded from www.vuselelacollege.co.za, stating the relevant reference number of the post applied for, a recently updated CV (including three referees and contact details), copies of all qualifications including academic record/transcript, ID document, driver’s license and a signed new Z83 form.
- Shortlisted candidates will only submit a certified copy of their Identity document, Senior certificate, qualification, and driver’s license before the day of the interview.
- Applications received after the closing date WILL NOT be accepted.
- All short-listed candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record, qualifications, and employment verification).
- Where applicable, candidates will be subjected to a skill/knowledge/competence test.
- The College reserves the right to withdraw the post at any time or not to appoint.
- Correspondence will be limited to short-listed candidates only.
If you do not receive any response within 3 months after the closing date of this advertisement, kindly accept that your application was unsuccessful.