Road Accident Fund hiring Administrative Assistant
Are you looking for an administrative role that provides structure and support to a fast-paced department? The Road Accident Fund (RAF) in Johannesburg, Gauteng, offers a unique opportunity for individuals who thrive in administrative environments. With a competitive salary of R244,732.00 and a fixed-term contract, this role ensures that document management is seamless and efficient. Here’s everything you need to know about the position, its responsibilities, and qualifications.
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Job Title: Document Management Administrative Assistant (x2)
Location: Johannesburg, Gauteng
Job Type: Fixed-Term Contract
Closing Date: 11 October 2024
Salary: R244,732.00 per annum
Purpose of the Job: Ensuring Effective Document Management
The Administrative Assistant plays a crucial role in the daily operations of the Document Management Department. This position is designed to ensure that all documentation processes are handled efficiently and in accordance with internal and external regulations. The role requires high-level organizational skills and a focus on compliance, ensuring that procedures are followed to maintain the integrity of the RAF’s document management system.
Key Responsibilities
1. Compliance Administration: Upholding Standards and Procedures
As part of the compliance administration duties, you will:
- Maintain up-to-date records related to the department’s business operations, ensuring that no critical documents are left out of the system.
- Verify that all procedures and policies are adhered to, ensuring consistency in every business transaction.
- Stay informed on internal controls and corporate objectives, contributing to compliance with business standards and legal requirements.
These tasks ensure that the document management function operates in alignment with both internal policies and external legal requirements.
2. Office Coordination: Enhancing Workflow Efficiency
In this role, you will be responsible for coordinating daily administrative tasks:
- Follow up on unresolved issues to make sure that every concern is addressed in a timely manner.
- Process requests promptly, ensuring that no inquiry is left unattended.
- Monitor stationery availability to ensure the department operates smoothly.
- Validate documents for accuracy, ensuring proper record-keeping and data entry.
- Maintain systems and registers, keeping them updated at all times to reflect current business activities.
By enhancing the overall workflow, you will ensure a smoother administrative experience for the team.
3. Meeting Support: Ensuring Effective Communication
Your role will also involve supporting the department’s meetings, ensuring that these crucial communication sessions run efficiently:
- Schedule meetings on behalf of the department, ensuring all relevant parties are informed.
- Record and distribute minutes, following governance rules to ensure accuracy and accountability.
- Track meeting resolutions, creating a registry for pending issues and resolutions to ensure follow-ups are managed effectively.
- Manage team diaries, confirming meetings and keeping schedules organized.
Effective meeting support is critical to keeping team members on the same page and ensuring that important decisions are documented and followed through.
4. Document and Records Management: Safeguarding Sensitive Information
The core function of this position revolves around document and records management, ensuring proper filing and retrieval systems:
- Follow the RAF filing plan, ensuring that all records are stored and organized according to internal guidelines.
- Ensure up-to-date filing systems, enabling the retrieval of critical documents whenever needed.
- Maintain confidentiality of controlled documents, ensuring only authorized individuals access sensitive files.
- Accurately receive and log documents, assigning them appropriate file numbers and inputting data into the computer system for easy access.
This aspect of the role is essential for keeping business records organized and ensuring the security and accessibility of sensitive information.
FIND MORE OPPORTUNITIES AVAILABLE HERE:
Qualifications and Experience
To excel in this position, you must meet the following requirements:
Minimum Qualifications:
- Grade 12 / Matric Certificate, which is the foundational qualification for this role.
Experience:
- At least 1 year of experience in an administrative or similar environment, providing a solid understanding of administrative functions.
Key Competencies: What You Need to Succeed
Behavioral Competencies:
- Strong organizational, coordinating, and planning skills to manage multiple tasks efficiently.
- Decision-making and emotional intelligence, enabling you to handle various situations with composure.
- High ethical standards and values, ensuring professionalism and integrity.
- A strong focus on client service, ensuring that all internal and external stakeholders receive top-notch assistance.
Technical Competencies:
- Proficiency in Microsoft Word, Excel, and PowerPoint, which are essential tools for this role.
- Outstanding organizational and administrative abilities, ensuring that you can manage complex documentation tasks.
- The ability to gather relevant data for decision-making and reporting purposes.
- Writing skills, which are crucial for drafting letters, reports, and other formal documents.
- A basic understanding of Supply Chain Management (SCM) processes and rudimentary financial knowledge.
How to Apply?
This position offers the chance to work in a structured, compliance-driven environment where attention to detail is critical. If you’re looking for a role that enhances your administrative skills and contributes to a larger organizational mission, this is the perfect opportunity for you. Apply today and join a team committed to efficient document management and operational excellence.
