The Road Accident Fund (RAF) is currently seeking four capable individuals to fill the position of Administrative Assistant (Document Services) within its Operations Division. This opportunity is located in Menlo Park, Gauteng, and is offered on a fixed-term contract basis.
This role is targeted at individuals with disabilities, in line with the RAF’s Employment Equity (EE) policies. The selected candidates will receive an annual salary of R244,732.00. Applications close on 11 February 2025, and interested applicants are encouraged to apply before the deadline.
Key Responsibilities of the Administrative Assistant (Document Services)
The Administrative Assistant (Document Services) will be responsible for providing efficient and effective document management services within the Road Accident Fund. The main duties involve mail processing, correspondence management, document scanning and indexing, record-keeping, and banking indemnity form processing.
1. Processing Incoming and Outgoing Mail
One of the main responsibilities of the Administrative Assistant (Document Services) is to handle incoming and outgoing mail effectively. This includes:
- Receiving, registering, and stamping incoming correspondence.
- Scanning and sorting documents for efficient delivery within RAF.
- Organizing documents based on their intended destination.
- Filing correspondence and ensuring all documentation aligns with RAF’s policies and procedures.
- Preparing outgoing mail for postage and ensuring all items are properly franked and recorded.
- Managing bulk mailing and tracking registered mail to ensure it reaches its correct destination.
- Recording financial transactions related to postal services.
2. Correspondence Management Responsibilities
The Administrative Assistant (Document Services) plays a crucial role in scanning and indexing mail, ensuring all received documents are properly recorded and stored. Responsibilities in this area include:
- Checking all mail for verification before scanning.
- Maintaining copying and binding machines to ensure they are operational.
- Ensuring high-quality copying and binding processes.
- Sorting documents by class and inserting separator pages for proper archiving.
- Ensuring all scanned mail is indexed and successfully uploaded onto SharePoint.
- Capturing documents in the register and ensuring all writs and summons are properly processed.
- Contacting attorneys when additional information or reference numbers are required.
3. Processing Banking Indemnity Forms (BIF)
Another key function of the Administrative Assistant (Document Services) is to process Banking Indemnity Forms (BIFs) efficiently. This includes:
- Capturing and verifying BIF information.
- Ensuring timely payments to claimants and suppliers.
- Adhering to critical timeframes to reduce delays in payments.
- Minimizing fraud exposure by ensuring compliance with BIF rules and SOPs.
4. Maintaining Correspondence Management Infrastructure and Equipment
The Administrative Assistant (Document Services) will also be responsible for ensuring that all mailroom equipment is in good working condition. Duties in this regard include:
- Reporting any maintenance needs for mailroom equipment.
- Managing the franking machine, including loading funds and ensuring it is technically maintained.
- Performing searches and retrieving documents from SharePoint/MOSS as required.
- Identifying potential issues and making recommendations to line management.
Competencies Required for the Role
The Administrative Assistant (Document Services) must possess the following competencies to perform their duties effectively:
Behavioural Competencies
- Personal Mastery – The ability to manage workload and tasks effectively.
- Emotional Wisdom – The ability to handle work pressures with professionalism.
- Ethics and Governance – Adherence to ethical principles in document processing.
- Customer Orientation – Prioritizing customer service and responsiveness.
Technical Competencies
- Strong Communication Skills – Ability to engage with stakeholders effectively.
- Planning & Organizational Skills – Ensuring documents are managed efficiently.
- Computer Literacy – Experience in using document management software.
- Teamwork – Ability to collaborate with other departments.
- Analytical Thinking – Ability to process and validate information accurately.
Minimum Requirements for the Administrative Assistant (Document Services) Role
Education & Training
- A Matric (Grade 12) qualification (NQF 4) is required for this position.
Work Experience
- At least one year of relevant administrative experience is essential.
How to Apply
Interested candidates should ensure they submit their applications before 11 February 2025. This is a great opportunity to work with the Road Accident Fund and contribute to effective document services in a professional environment.
The Road Accident Fund is committed to promoting employment equity and will prioritize People with Disabilities for this role. Applicants who do not receive feedback within six weeks from the closing date should consider their application unsuccessful.
Additionally, successful candidates will undergo security vetting, and all applicants with foreign qualifications must ensure their credentials are evaluated by the South African Qualifications Authority (SAQA).
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