Wits Jobs in Johannesburg – Administrative Assistant

Job Description:

The Central Records Office (CRO) is the unit in the Registrar’s division, which functions as the official repository for the official records of the central administration of the University. Its mandate is to receive, preserve and provide access to the records of governance and administration of the university as well as its faculties, departments and other academic units.

Job Responsibilities:

• Assist with the import of images when required
• Maintain records classification systems within Central Records Office.
• Identify unknown records during the scanning
• Maintain all records submitted at Central Records Office.
• Perform quality assurance on the records that are scanned on the system from different faculties and schools.
• Assist Document Management and Coordinator and Supervisor student registry to draft specifications for DMS projects.
• Assist with any project assigned by Manager, Supervisor Student Registry and Document Management and System Coordinator.
• Sort documents, remove staples and empty pages and prepares documents to be scanned and arranged document type and student number.
• Handle all requests within Central Records Office.
• Split documents and separate pages and identify unknown records during the scanning.
• Handle all the queries within central records office
• Scan, index, capture all records into the Document Management System.
• Scan records such as contracts, committee meetings, and student records on DMS.
• Ensure that records are classified in order as per the University classification system.
• Assist with the cleaning up of records and records audit within central records office, schools and faculties.
• Assist Manager with records management awareness and implementation of the filing system for the University.
• Follow up with clients to ensure that records are submitted on time as per Central Records Office Calendar.
• Identify vital records within Central records office and archive the records.

Job Requirements:

• Knowledge of document management systems (Onbase and Sharepoint)
• Ability to communicate with diplomacy and professionalism at all levels
• Good organisational skills
• Certificate in Records Management NQF Level 5/Diploma in Records Management or Information Science NQF Level 6
• The ability to keep information confidential;
• High levels of honesty and integrity.
• Strong computer literacy skills e.g. proficiency in MSWord, Excel, Power Point, Outlook, Onbase (Electronic Records Management System)
• Good computer literacy skills.
• Must be capable of working under pressure and meet deadlines
• 3-5 Years of experience in records management
• Excellent written skills
• Grade 12
• Ability to priorities work
• Understanding of records management policies and procedures
• Knowledge of electronic records and paper records.

Job Details:

Company: University of the Witwatersrand

Vacancy Type:  Full Time

Job Location: Johannesburg, Gauteng, SA

Application Deadline: N/A

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