Brief Description

Main Purpose

The Central Records Office (CRO) is the unit in the Registrar’s division, which functions as the official repository for the official records of the central administration of the University. Its mandate is to receive, preserve and provide access to the records of governance and administration of the university as well as its faculties, departments and other academic units.

The Incumbent Will Be Required To

• Receive process records from faculties and schools, check records, sort, capture, scan and index records on Document Management System.
• Conduct quality assurance on all records that are scanned and imported on DMS to ensure that records are reliable, authentic and have integrity.
• Receive, check and store incoming and outgoing records to ensure proper continuity, identification, access and conformity with record-keeping standards and university regulations.
• Ensure that records of Administration, Student, Council, and Senate are stored properly within Central Records office repositories and are assigned file reference numbers.
• Manage paper records submitted at Central Records Office throughout the life cycle.

Key Responsibilities

• Maintain records classification systems within Central Records Office and ensure that records are classified in order as per the University classification system.
• Follow up with clients to ensure that records are submitted on time as per Central Records Office Calendar.
• Handle all the queries within Central Records Office and maintain all records submitted at Central Records Office.
• Assist Manager with records management awareness and implementation of the filing system for the University.
• Quality assure scanned records and assist with the cleaning up of records
• Appraise records as per university retention policy.
• Digitization of all records into the Document Management System.
• Identify vital records and prepare records for archiving.

Minimum Requirements

• Matric and a Certificate in Records Management (NQF Level 5). A Diploma in Records Management (NQF Level 6) would be an advantage.
• Knowledge of electronic records and paper records. (Electronic Records Management System and SharePoint)
• 3-5 Years of experience in records management.
• Understanding of records management policies and procedures.
• Ability to communicate with diplomacy and professionalism at all levels.
• Must be capable of working under pressure and meet deadlines.
• Good computer literacy skills. e.g. proficiency in MSWord, Excel, Power Point, Outlook, Electronic Records Management System.
• High levels of honesty and integrity.
• Excellent written skills.
• Good organisational skills.