vacancies at the Road Accident Fund

Administrative Assistant (Document Services) x4 vacancies at the Road Accident Fund

Closing date: 11 February 2025

Main purpose of role: To provide an efficient and effective documents management service.

Duties:

Monitoring of incoming / outgoing mail and mail batching

•    Receive, register and stamp incoming correspondence.
•    Hand documents for scanning.
•    Ensure efficient and timely delivery of mail within the RAF.
•    Separate incoming documents and faxes and sort according to destination.
•    Ensure files, correspondence and all other documentation is filed according to established policy and procedure.
•    Prepare outgoing mail for posting.
•    Ensure that outgoing mail is correctly priced and franked.
•    Record details of all registered mail and Docex Tracker mail.
•    Declare monies received and capture in register
•    Prepare bulk mailing.
•    Check addresses and ensure Docex is sent to Docex, Normal and Registered mail to the Post Office.
Task on a range of correspondence Management responsibilities

•    Perform scanning & indexing.
•    Check that all mail has been verified before scanning belongs to the Junior Officer Level or above.
•    Ensure that the copying and binding machines are maintained in working order.
•    Monitor and make sure that requests for copying or binding are executed efficiently and timeously.
•    Ensure quality of copying and binding.
•    Belongs to the Junior Officer Level or above. Messenger’s responsibility.
•    Archiving assistant’s responsibility.
•    Ensure that mail and files are validated and prepared before scanning.
•    Sort documents according to document class and insert separator pages between classes.
•    Ensure that all scanned mail and files are indexed and successfully released to Share Point.
•    Receive, stamp, sort, identify, scan and capture writs and summons.
•    Check documents and contact attorneys for further information or reference numbers.
•    Capture documents in register.
•    Insure items if necessary.

Attendance of Banking Indemnity Form (BIF) processing.

•    Capture and verify information recorded on the BIF.
•    Liaise with stakeholders.
•    Contribute to Ensuring that claimants and suppliers are paid timeously by meeting turnaround times…
•    Ensure that critical timeframes is adhered to.
•    Minimize the risk of fraud exposure.
•    Adhere to BIF rules and SOP’s to ensure compliance

Performance on maintenance of Correspondence Management Infrastructure, equipment’s and material

•    Report that all mailroom-related equipment is serviced and in good working condition at all times.
•    Report on the maintenance of the franking machine in terms of technical maintenance and the loading of money. Belongs to the Admin Officer or senior Officer Level.
•    Paste the registered mail tracking stickers. Belongs to the Admin officer or senior Officer Level.
•    Perform searches and or retrieve documents from Share Point / MOSS.
•    Highlight areas of problems and make recommendations to Line management.

Skills and attributes:

Behavioural skills

• Personal Mastery
• Emotional Wisdom
• Ethics and Governance
• Customer orientation and customer focus

Developed Technical skills 

• Communication skills.
• Planning & organisational.
• Computer literacy.
• Team work.
• Diversity awareness.
• Integrity.
• Analytical thinking

Education

• NQF 4 (Matric or Grade 12) qualification.

Work experience Requirements.

• Relevant 1 year experience in an administrative environment