Administrative Officer: Records & Archives (Internal)

University of the Western Cape; Bellville; On-site; ZAR 300,000 - 420,000; Full time

Job summary

The University of the Western Cape seeks an Administrative Officer: Records and Archives (Internal) to support the DRAMS Office in managing documents, records, and archives. You will coordinate day-to-day operations and facilitate transfer of records to the UWC Archives.

Reporting to the DRAMS Manager, you will contribute to lifecycle management, compliance, and access control, while collaborating with units across the university.

Qualifications

• NQF6 qualification preferably in Records Management, Archival Studies, Library and Information Science or museum studies
• 2–5 years’ experience in records management, archival procedures, or library services
• Knowledge of information and communication technologies related to records and archival collection management
• Experience working in higher education (added advantage)
• Bachelor’s Degree or Post Graduate Diploma in Records Management, Archival Studies, Library and Information Science, or museum studies (added advantage)
• Experience with MS SharePoint (added advantage)
• Excellent communication and interpersonal skills
• Self-motivated and able to work under pressure
• Team player with service orientation
• Strong organisational and detail-oriented skills

Responsibilities

• Records and Archive processing
• Records Access and Preservation
• Operational Support
• Records Maintenance
• Archival Maintenance
• Records Quality Assurance
• General office and related administration duties

Skills

Communication skills

Interpersonal skills

Teamwork

Detail oriented

Organisational skills

Self-motivated

Pressure management

Adaptability

Education

Bachelor/Master level Records related

Tools

MS SharePoint

Job description

Administrative Officer: Records & Archives (Internal) - (2350)

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Title of Position

Administrative Officer: Records & Archives (Internal)

Post Number

7033

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

Closing Date

1/10/2026

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
• Records Access and Preservation
• Operational Support
• Records Maintenance
• Archival Maintenance
• Records Quality Assurance
• General office and related administration duties

Qualification and Experience:

• NQF6 qualificationpreferably in Records Management, Archival Studies, Library and Information Science or museum studies
• At least 2 - 5 years’ experience in records management, archival procedures, or library services
• Knowledge of information and communication technologies related to records and archival collection management.

Added advantage:

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