Administrative Officer: Records & Archives

UWC Sport; Bellville; On-site; ZAR 410,000 - 550,000; Full time

Job summary

A leading university, the University of the Western Cape (UWC), is seeking a skilled Administrative Officer: Records & Archives. This permanent full-time position requires a strong record management background and involves managing the transfer of records to archives, ensuring compliance with legal standards, and supporting educational initiatives for records use.

Qualifications

• Grade 12 plus post-matric qualification in Records Management, Archival Studies, Library and Information Science.
• 3 - 5 years experience in records management or library services.
• Knowledge of information and communication technologies related to archival management.

Responsibilities

• Assist the DRAMS Manager in record management and archiving procedures.
• Coordinate day-to-day operations of records and archive repositories.
• Facilitate the lifecycle of records for UWC.

Skills

Communication

Organizational skills

Detail-oriented

Self-motivated

Teamwork

Education

Post-matric qualification (NQF6) in Records Management

Tools

MS Office Suite

SharePoint

Job description

Title of Position

Administrative Officer: Records & Archives

Post Number

8025435/SC29

Faculty/Department

University of the Western Cape -> Registrar -> Deputy Registrar: Secretariat & Policy Management -> Document, Records & Archive Management Services

Type of Position

Permanent - Full Time

Length of Contract Period

Location

Main Campus - Bellville, WC ZA (Primary)

Closing Date

4/7/2025

Role Clarification & Key Performance Areas

The University of the Western Cape (UWC) is a vibrant, diverse and dynamic institution that is cognisant of the volatile, uncertain, complex, ever-changing and challenging global environment. The University actively responds, in critical and creative ways, to the developmental needs of the local, national and international context.

The portfolio of the Registrar is responsible for advancing proper and legally compliant record management and archival functions at the University of the Western Cape (UWC). The Documents, Records and Archive Management Services (DRAMS) office managed by the DRAMS Manager, assists the Registrar in this role, and is primarily responsible for documents, records, and archive management services at the University. The Administrative Officer: Records and Archives assists the DRAMS Office in executing its responsibility.

The Administrative Officer: Records and Archives has a key role within the DRAMS Office, and assists the DRAMS Manager with advancing proper and legally compliant record management and archiving procedures at the University. This includes ensuring the smooth transfer of UWC records to the archives and coordinating the day- to-day operations of the Central Records and Archive Repositories.

Reporting to the DRAMS Manager, the Administrative Officer: Records and Archives will facilitate the lifecycle of records by ensuring that UWC units transfer records of enduring value to the UWC Archives.

• Records include inter alia: Documents, Records, Archival, Historical Material and Special Collections
  
  

Key Performance Areas Include But Are Not Limited To

• Records and Archive processing;
• Special Collections processing;
• Records Access and Preservation;
• Operational Support;
• Records Maintenance;
• Archival Maintenance;
• Records Quality Assurance;
• Assist in educating users.
  
  

Minimum Requirements

Qualification and Experience:

• Grade 12, plus post-matric qualification (NQF6) in Records Management, Archival Studies, Library and Information Science or Museum Studies;
• At least 3 - 5 years’ experience in records management, archival procedures or library services;
• Computer literacy: MS Office Suite - Excel, PowerPoint, Word, SharePoint;
• Knowledge of information and communication technologies related to records and archival collection management.
  
  

Added Advantage

• Experience working in a higher education environment would be considered advantageous;
• A Bachelor’s Degree or Post Graduate Diploma in Records Management, Archival Studies, Library and Information Science, or museum studies would be advantageous;
• Experience and working knowledge of basic MS SharePoint.
  
  

Competencies

• Excellent communication and interpersonal skills;
• Self-motivated;
• Ability to work under pressure;
• Work within a team and is service-orientated;
• Strong organisational and detail-oriented skills.
  
  

For further information about this position (but not applications), kindly contact the Manager, Mr Zizi Mlonyeni via email at [e-mail].

In your application, you are encouraged to highlight your strengths and include anything else you deem exceptional and outstanding to be considered by the selection panel. In addition, please attach a cover letter motivating your suitability, a detailed curriculum vitae including contact details of three referees, and your highest qualification to your online profile.

DISCLAIMER: By applying for the position, you consent to the University sharing your application, including curriculum vitae, with University stakeholders to process the application. In line with the University’s commitment to diversifying its workforce, preference will be given to suitably qualified applicants in line with our Employment Equity Targets. The official retirement age at UWC is 65 years. The University reserves the right to not make an appointment, make an appointment at a different level, seek additional candidates and may conduct competency assessments.