Document and Record Administrator

South African National Blood Service; Roodepoort; On-site; ZAR 304,000 - 371,000; Full time

Job summary

South African National Blood Service in Roodepoort seeks a multiskilled Records Administrator to manage archiving, digitising, and formatting documents required for approval. You will handle receiving, indexing, processing, and retrieval to support legal and compliance needs.

The role includes documenting quality assurance, maintaining metadata, training staff on documentation, SAP DMS, and ensuring adherence to retention schedules while supporting audits and service delivery.

Qualifications

• Diploma or degree in a relevant field.
• Minimum 1 year of experience in a similar records management role.
• Proficient in MS Office.

Responsibilities

• Digitise, archive and retrieve records according to retention schedules.
• Maintain and quality-check metadata and indexing in the records management system.
• Coordinate requests from internal and external stakeholders.
• Prepare and submit monthly reports to the documents and records manager.

Skills

Analytical Thinking

Attention to Detail

Planning and Organising

Communication Skills

Teamwork

Education

Diploma/Degree

Tools

SAP

SAP DMS

MS Office

Job description

Job category: Admin, Office Support and Services

Location: Roodepoort

Contract: Permanent

Business Unit: Constantia Kloof

Remuneration: R 337,383.00

EE position: No

Introduction

A multiskilled position that manages SANBS records for archiving and formatting of documents required for approval. The records management involves receiving, indexing, processing and digitizing the records. This requires checking the records being sent correlate against the records retention periods and ensuring the records information will allow for retrieval in case of a legal dispute. Formatting of all policy and procedural documents to ensure consistency and high-quality documents. Following up and ensuring the documents are released and available for the staff who use them.Provide support, training, mentoring and coaching to all departments within SANBS regarding documentation and records management.

KPA 1: Digitising, archiving and retrieval of records
KPI
1.1. Classify, code, cross-reference, log and store records.
1.2. Maintain indexes for classification systems.
1.3. Operate information retrieval systems and respond to requests for records.
1.4. Review files periodically to ensure they are complete and correctly classified.
1.5. Label files according to retention and disposal schedules and prepare files for disposal.
1.6. Receive paper-based records from the individual sites within SANBS.
1.7. Review and ensure the information is captured on the archiving documentation.
1.8. Verify that the information completed on the archiving documentation is the same as the records in the box.
1.9. Sort records into batches for digitisation.
1.10. Digitise the records daily, meeting the SLA turnaround times.
1.11. Sort and pack the archiving boxes.
1.12. Capture the records metadata information into the electronic management system.
1.13. Capture the retention periods as per the retention schedule.
1.14. Store records in the dedicated storage area until 30 boxes are collected.
1.15. Process information as required on the archiving electronic system.
1.16. Transfer the archiving information on the SANBS records management system.
1.17. Retrieve documentation required by work areas.

KPA 2: Manage the records management system
KPI

2.1. Capture all digitised records in the records management system.
2.2. Quality assurance checks on digitised records.
2.3. Manage the metadata input and integrity.
2.4. Ensure the retention schedule is adhered to.
2.5. Ensure the archiving destination is recorded against the electronic records file.
2.6. Manage and check the file plan is maintained.
2.7. Ensure retrieval of documentation within turnaround times.

KPA 3: Liaise with internal and external stakeholders
KPI
3.1. Manage and coordinate the requests from internal and external sources.
3.2. Manage and coordinate sending boxes to archiving service providers.
3.3. Participate in stakeholder meetings.
3.4. Ensure the destruction of the hard copy records is completed.
3.5. File proof of destruction certificates for legal cases.
3.6. Support financial audits with retrievals of debtor-barcoded records.
3.7. Send out customer surveys.
3.8. Monitor and check monthly stock levels and order replenishment stock timeously.
3.9. Log notifications and liaise with quality business partners.
3.10. Educate stakeholders on discrepancies/issues through quality circles meetings.

KPA 4: Administrative duties
KPI
4.1. Maintain access lists for security classified records.
4.2. Compile statistics and reports on activities within records services.
4.3. Extract exception reporting for the EIM system and correct.
4.4. Liaise with line management on destruction of record anomalies.
4.5. Compile and submit monthly reports to the documents and records manager.
4.6. Maintain a personal development plan that leads to excellence.

KPA 5: Document quality assurance
KPI
5.1. Collaborate and maintain documents for the document and records team.
5.2. Perform quality assurance duties on documents generated by different departments:
5.2.1. Check documents (A01-A09) that are generated and make changes according to theguidelines for documents.
5.2.2. Liaise with work areas on grammar and formatting issues on documents and support document authors on SAP DMS queries.
5.3. Distribute documents in SAP DMS to existing / new staff.
5.4. Follow up on the various status of documents on DMS.
5.5. Substitute for the approval of procedures and information documentation.
5.6. Perform user testing on the test and production clients when necessary.
5.7. Complete the user testing packs and get them approved.
5.8. Action error documents. Log the change required on the helpdesk and load into SAP DMS.

Cognitive

• Analytical Thinking and Attention to Detail
• Problem-Solving
• Planning, Organising and Monitoring
• Ability to prioritise

Personal

• Ethical Behaviour
• Excellence Orientation
• Resilience and Stress Management
• Self- Management

Interpersonal

• Customer Service Orientation
• Knowledge Sharing
• Teamwork
• Relationship Building
• Communication Skills
• Conflict Management

Prof. technical

• Systems Competence
• Legislative Literacy
• Computer Literacy
• SAP Skills
• QC and Audit
• Technical and Professional Competence

Leadership

• Practical Execution Management

Education

• Diploma/Degree

Experience and knowledge requirements

• 1 year experience in a similar role
• Intermediate MS Office.

Other (knowledge and skills)