Administrative Officer

Position Summary Industry: Education & Training Job category: Education and Training Location: Potchefstroom Contract: Permanent Remuneration: The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines. About Our Company NWU Introduction NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DIVISION: INFORMATION AND DATA GOVERNANCE – RECORDS, ARCHIVES AND MUSEUMPOSITION NUMBER: N VACANCY: ADMINISTRATIVE OFFICER PEROMNES GRADE: P11EMPLOYMENT TYPE: PERMANENT APPOINTMENT. Please note: Applicants who have previously applied for this position are not required to reapply. Job Description Purpose of the Position To provide effective, efficient, and compliant implementation and support for the NWU Records Management programme, ensuring proper creation, maintenance, storage, and disposal of records in line with university policies and legislative requirements. Key Responsibilities Records Management Implementation Records Disposal: a) Disposal processes and inquiries; receive and finalise disposal request from NWU staff members, providing authorisation numbers. b) Advise staff members on proper disposal of NWU records. c) Maintain and update the disposal register. d) Conduct awareness sessions on records disposal. e) Compilation of a destruction report for management Assessment and Monitoring: Execute the three-year assessment and monitoring cycle in line with the department’s strategy and annual records management plan. Physical Storage Areas: Regular visits to identified physical storage areas assessments on the Potchefstroom Campus. Manage physical storage areas on the Potchefstroom Campus in accordance with the SOP for storage area management. Records Management Projects: Managing identified records management-related projects. Records management training: Managing the administration of the records management training (pre and post training). Records management representatives: Implementing and supporting the records management representative system as defined in the SOP, including liaising with and advising representatives on records management matters. Assists The Coordinator With Updating and amending the file plan as required. Implementing the electronic records management system. Conducting awareness activities related to training and records management practices. Records Management Representative Responsible for tasks assigned as records management representative for the Records, Archives and Museum department as defined in the relevant Rules for Records, Archives and Museum Management. Management of Information Aspects Assist with the following in regard to the records facility on the Potchefstroom Campus: Support the establishment and setup. Assessing that the records kept in the facility are relevant and authorised for storage. Maintaining the facility to ensure it remains clean, organised and secure at all times. Occupational Health and Safety (OHS) Responsible for adhering to protocols and rules. This includes active participation in fire evacuation drills, bomb threat procedures, and ensuring safety measures are followed within the department. Minimum Requirements An advanced certificate or Diploma (NQF Level 6) in Records Management. An NWU records management training certificate. A minimum of two (2) years’ records management experience. A minimum of two (2) years’ administrative experience. Added Advantages A bachelor’s degree or equivalent qualification in Records Management (NQF Level 7). Key Functional / Technical Competencies Knowledge of records management practices and applicable legislation. Knowledge of electronic records management practices. Computer literacy (Office 365, especially Teams, OneDrive and SharePoint). Behavioural Competencies Diligence. Detail orientation (focus on accuracy and quality). Planning and organising. Adaptability. Being proactive. Conscientiousness. Compliance. Dealing with complexity. Resilience. Remuneration The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines. Enquiries Regarding Job Content Alleta Tshukudu on Enquiries Regarding Recruitment Process Goitsemang Ntsoelengoe on Closing Date 25 November 2025 Planned Commencement of Duties As soon as possible Application Instructions Applications must be submitted online through the official NWU vacancy website. Applications must be accompanied by a detailed cover letter outlining the applicant’s motivation and suitability for the position. Incomplete applications and those submitted through any other platform will not be considered. Employment Equity Statement The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan. The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only. If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful. It all starts here ® #J-18808-Ljbffr