Administrative Assistant: Student Registry

2 weeks ago

Johannesburg, Gauteng, South Africa University of the Witwatersrand Full time

Main Purpose:


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.

The incumbent will be required to

  • Receive process records from faculties and schools, check records, sort, capture, scan and index records on Document Management System.
  • Administrative assistant will be responsible for conducting quality assurance for all records that are scanned, imported on DMS to ensure that records are reliable, authentic and have integrity.
  • The incumbent will receive, check and store incoming and outgoing records to ensure proper continuity, identification, access and conformity with recordskeeping standards and university regulations.
  • Ensure that records of Administration, Student, Council, and Senate are stored properly within Central Records office repositories and are assigned file reference numbers.
  • The incumbent is also responsible for managing paper records submitted at Central Records Office throughout the life cycle.

Key Responsibilities:

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

Requirements:

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

Preferences:

Functional knowledge in the management of electronic records would be an added advantage.

  • Detailed Description
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Additional Details

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Closing Date: 17 April 2023
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