Administrative Assistant

ADMINISTRTIVE ASSISTANT: DOCUMENT SERVICES / MAILROOM T.A.S.K GRADE 06 X 03
AADS 05022021PTA
Location: Pretoria
Closing date and time: 02/16/2021 11:55 p.m.
Object of the work: Provide an efficient and effective document management service.
Key performance areas
Process incoming / outgoing mail and mail batch processing.
Receive, record and seal incoming correspondence.
Documents on hand to scan.
Ensure efficient and punctual delivery of mail within the RAF.
Separate incoming documents and faxes and sort by destination.
Make sure files, correspondence, and all other documentation are filed in accordance with established policy and procedure.
Prepare outgoing mail for publication.
Make sure outgoing mail is priced correctly and stamped.
Record the details of all registered mail and Docex Tracker mail.
Declare the money received and capture it in the registry
Prepare the bulk shipment.
Check the addresses and make sure Docex is sent to Docex, regular mail and registered to the post office.
Perform a variety of correspondence management responsibilities
Perform scanning and indexing.
Check that all mail has been verified before scanning.
It belongs to the level of junior officer or higher. It belongs to the level of junior officer or higher.
Make sure that copying and binding machines are kept in good repair.
Monitor and ensure that copy or link requests are executed efficiently and on time.
Ensure the quality of the copy and binding.
It belongs to the level of junior officer or higher. Responsibility of the courier.
Responsibility of the archiving assistant.
Make sure mail and files are validated and prepared before scanning.
Sort documents by document class and insert separator pages between classes.
Make sure all scanned mail and files are properly indexed and published in Share Point.
Receive, stamp, classify, identify, scan and capture deeds and subpoenas.
Review documents and contact attorneys for more information or reference numbers.
Capture documents on record.
Secure items if necessary.
Perform the processing of the Bank Indemnity Form (BIF).
Capture and verify the information registered in the BIF.
Serve as a liaison with interested parties.
Help ensure that claimants and suppliers receive timely payment within deadlines.
Make sure critical deadlines are met.
Minimize the risk of exposure to fraud.
Adhere to BIF and SOP rules to ensure compliance
Carry out the maintenance of the correspondence, equipment and material management infrastructure.
Report that all equipment related to the mailroom is maintained and in good working order at all times.
Report on the maintenance of the franking machine in terms of technical maintenance and charge of money. It belongs to the administrative officer or senior officer level.
Stick the registered mail tracking stickers. It belongs to the administrative officer or senior officer level.
Search or retrieve documents from Share Point / MOSS.
Highlight problem areas and make recommendations to line management.
Qualifications and experience:
· Qualification NQF 4 (Matric or Grade 12).
Relevant 1 year experience in an administrative environment.
Necessary technical and behavioral skills:
Communication skills
Planification and organization
Computer literacy
Teamwork
Diversity awareness
Integrity
Analytical thinking.
Personal domain
Emotional wisdom
Ethics and governance
Customer orientation and customer focus
Remuneration:
The total cost to the company of the minimum remuneration package applicable to this position is
R185 338.00 per year and will be negotiable according to experience.
NB: “RAF offers total labor cost packages without additional employer contributions, successful candidates must structure their packages in a way that suits their needs”
Deadline: February 16, 2021
Applications can be sent to the attention of the recruiting officer in Pretoria; The email address is [email protected] or delivered in person at 38 Ida Street, Menlo Park, Pretoria.
INSTRUCTIONS FOR PROSPECTIVE APPLICANTS
Please provide the name and reference number of the position you are applying for in the subject line
Please do not send copies of qualifications and identification as they will be requested from shortlisted candidates on the date of the interview
Submit a short CV with a maximum of 5 pages.
Please list your current salary and your salary expectations if you are being considered for the position.
The Highway Accident Fund subscribes to the principles of employment equity and preference will be given to groups that are under-represented in terms of our Employment Equity Plan.
NB:
Applicants who have not received any correspondence from us within six weeks of the closing date may be considered unsuccessful.
A safety screening of all prospective employees will be conducted
It is the responsibility of applicants to have foreign ratings evaluated by the South African Rating Authority (SAQA) and to provide proof of such evaluation.
NB:
The positions are Fixed Term Contract of Three (3) Months