Administrative Assistant: Student Registry (Ad11) (Ad.11.4)

Brief DescriptionMain Purpose:The Central Records Office (CRO) is the unit in the Registrars 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 records from faculties and schools, check records, sort and file records according to the University Classification system. Conduct quality assurance of all records that are scanned and imported on a Document Management System. Ensure that records are reliable, authentic and have integrity. Key Responsibilities:Supervising and maintaining records within Student Registry. Manage the receipt and checking of a variety of incoming documents from Student Enrolment Centre, Faculties and Schools. Responsible for quality assurance for all records within the Student Registry.Maintain the University classification system.Maintain perpetual academic records of old students, either by means of a curriculum card system or microfiche records.Review processes periodically to ensure proper conformance by offices transferring student records. This will include maintaining constant contact with the various faculties and other relevant administrative offices.Maintain control over space utilization within Central Records Office and identifying records that will be retained at an offsite storage location.Sorting and Filing of records within Central Records Office.Capture and update of records onto SharePoint.Prepare and manage records by docs type before transferring them for scanning.Quality assurance scanned records and provide authorisation for uploading of such records on a Document Management System in close consultation with the Document and System Coordinator. Responsible for all queries within Central Records Office and ensuring that information is available to authorised individuals only.Assist Manager Central Records Office with divisional planning and for supervision of staff and training. Dispose records that are due for disposal as per retention schedule, consult with Manager Central Records Office as per retention schedule. Assist with any project assigned by Manager and Document Management and System Coordinator.Assist with the cleaning up of records and records audit within central records office, schools and faculties.Requirements: Grade 12 or NQF level 3/4 in Business Administration ManagementRecords Management Certificate NQF Level 5 Degree/Diploma in Archives or Information Technology or Information Science preferable 3-5 years experience in records management, preferably higher educationUnderstanding 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).Knowledge of the document management systems (OnBase and SharePoint).High levels of honesty and integrity.Ability to prioritise work.The ability to keep information confidential.Good organisational skills.Preferences:Functional knowledge in the in the management of electronic records and would be an added advantage.Detailed DescriptionJob RequirementsAdditional Details
Johannesburg, GT, ZA