Records Management Coordinator

Job Title: Records Management Coordinator (AD09) Location: Johannesburg, South Africa Organization: Central Records Office Main Purpose The Central Registry, Student Registry and Wits Archives are units of the Central Records Office (CRO). The CRO’s primary function is to serve as the official repository of all official records of the university that are of key importance. Its role is to provide all administrative departments with the opportunity to deposit their long‑term records for storage and preservation. Incumbent Responsibilities Managing paper records and documents submitted at both Central Registry and Wits Archives throughout their lifecycle. Ensuring that vital records required in the administrative functions of the university are preserved as needed. Collecting, processing, retrieving and accessing archival material and providing information from holdings according to relevant guidelines. Using relevant knowledge and experience to protect the integrity of the archival heritage of the university against alterations, removal, damage or theft and ensuring records are complete. Participating in the implementation of the Document Management System (OnBase) throughout the institution. Key Responsibilities Liaise with departments to ensure timely submission of identified records to the Central Registry and Wits Archives. Coordinate records collections and transfers to Central Registry and Wits Archives and maintain proper systems of receiving records. Classify records and index records in accordance with the university filing system. Keep Central Registry and Wits Archives classification systems up to date. Conduct clean‑up of records due for disposal. Appraise records at Central Registry and Wits Archives. Store records in all registries as per legislation. Ensure appropriate security for records and documents stored in all CRO registries. Manage access to records as per university policies. Dispose records in accordance with the University Records Retention and Disposal Schedule. Assist in the implementation of the Document Management System within CRO and other departments. Maintain documentation of all activities carried out at CRO. Managing archival material in Wits Archives. Conduct marketing events for archival records. Assist in drafting and updating standard operating procedures (SOPs), as well as records‑management policies and guidelines within the CRO. Assist Records Manager to implement a file plan throughout the university. Assist Records Manager with marketing awareness campaigns. Supervise Central Registry and Wits Archives employees and ensure that quality assurance is conducted on paper records. Provide training to all employees on management of paper records. Conduct regular inspections and advocacy on paper records and ensure that all records‑management practices are followed. Conduct record audits within the organisation. Requirements A Bachelor’s Degree in Information Science/Information Management/Records Management/Archival Studies (NQF level 7). A minimum of three years’ experience in a public or tertiary environment, with preference for tertiary experience. A minimum of two (2) years of supervisory experience in records management preferred. Applicants must have practical, trackable experience in electronic records‑management systems and in managing paper records (e.g., file plan). Ability to communicate with diplomacy and professionalism at all levels. Good computer skills in office applications (Word, Excel, PowerPoint, Outlook, MS Teams). Excellent written and verbal communication skills. Ability to work effectively with internal and external clients. Ability to work and provide guidance to colleagues in records management. Problem‑solving skills and attention to detail. Strong analytical and critical‑thinking skills. Thorough knowledge of legislation governing records management. Preferences Minimum of three years’ proven experience in digital asset management/enterprise content management systems/ document management/information management systems, preferably in a higher‑education environment. Functional knowledge and practical experience in managing paper and electronic records, including hands‑on use of Electronic Document and Records Management Systems (EDRMS), preferably Hyland OnBase ECM and SharePoint. Practical experience in records‑management systems and best practices, including records capture, indexing, and quality control in accordance with established standards. Proven ability to maintain confidentiality while consistently demonstrating professionalism. Good time‑management skills with demonstrated ability to prioritise tasks effectively. Ability to apply innovation and creative thinking in records‑management practices. People‑management and empowerment. Good report‑writing and presentation skills. Project‑management skills. How to Apply Applications must be submitted through iRecruitment only—no hard copies or emails. External applicants should register their profile on the Wits i-recruitment platform at and submit the application, or visit and click on Vacancies at the bottom of the page. Internal employees should apply directly on Oracle via the path: iWits /Self Service application/Apply for a job. By submitting an application for this post the applicant acknowledges that their personal information will be processed by the university. The applicant consents to any further processing of personal information as required for relevant verification and reference checks, and the confidentiality of that information will be maintained. The University is committed to employment equity. Preference may be given to appointable applicants from the under‑represented designated groups in terms of the relevant employment equity plans and policies of the university. The university retains the right not to make an appointment and to verify all information provided by candidates. Please note that correspondence will only be entered into with shortlisted candidates. The university reserves the right not to make an appointment or to re‑advertise. Closing Date: 25 November 2025 #J-18808-Ljbffr