Administrative Officer (N000093) Re-advertisement

North-West University / Noordwes-Universiteit; Potchefstroom; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading university in South Africa is seeking an Administrative Officer for the Potchefstroom campus. This role involves providing effective records management and ensuring compliance with university policies. The ideal candidate will have an advanced certificate in Records Management and at least two years of relevant experience, along with strong organizational and computer skills. The position is permanent and offers a competitive remuneration package aligned with university guidelines.

Qualifications

• Minimum of two years' records management experience.
• Minimum of two years' administrative experience.
• An NWU records management training certificate.

Responsibilities

• Provide implementation and support for the NWU Records Management programme.
• Execute assessment and monitoring cycle for records management.
• Manage identified records management-related projects.

Skills

Knowledge of records management practices

Computer literacy (Office 365)

Detail orientation

Planning and organising

Adaptability

Education

Advanced certificate or Diploma in Records Management

Bachelor's degree or equivalent qualification in Records Management

Tools

Office 365

Teams

OneDrive

SharePoint

Job description

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 MUSEUM
POSITION NUMBER: N000093
VACANCY: ADMINISTRATIVE OFFICER PEROMNES GRADE: P11
EMPLOYMENT 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 018 299 4798

Enquiries Regarding Recruitment Process

Goitsemang Ntsoelengoe on 018 299 2752

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.

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