Administrative Assistant (X4)
Location: East London, Eastern Cape, ZA
Job Type Classification: 24-Month Fixed-Term Contract
Closing Date: Not Specified
Salary: market related
Introduction
The Road Accident Fund (RAF) is a crucial government agency tasked with providing appropriate cover to all road users within the borders of South Africa. The organization’s mission includes ensuring that individuals who suffer injuries as a result of road accidents receive compensation and rehabilitation services that are timely, efficient, and compassionate. Additionally, the RAF is committed to promoting safe road usage as a key preventative measure.
The RAF currently seeks a highly organized, detail-oriented, and service-driven individual to fill the role of Administrative Assistant: Determination within its operations unit. This is a 24-month fixed-term contract opportunity that offers valuable experience in a professional, mission-driven environment.
Purpose of the Role
The Administrative Assistant: Determination will provide critical administrative and operational support to the Determination unit, including the Officer, Senior Officer, and Team Leader. The main purpose of this position is to facilitate the smooth handling of injury claims by managing documents, coordinating file movements, ensuring accurate system updates, and enhancing communication between internal departments and external stakeholders. This position plays a pivotal role in enabling effective and timely decision-making on claims lodged by the public.
Key Responsibilities and Duties
1. Stakeholder Query Management
- Handle incoming telephone queries from stakeholders regarding claims and correspondence.
- Review and respond to stakeholder communication received via email or postal services.
- Prepare and send acknowledgement or response letters to claimants and relevant parties.
- Draft undertaking letters where applicable to provide stakeholders with formal communication and procedural clarity.
2. Payment Requisition Processing
- Assist in the preparation of payment requisitions once a claims offer has been made.
- Follow the internal expenditure authorization process to ensure claims are accurately processed.
- Complete a checklist to ensure all documentation is attached before submission.
- Obtain all required signatures in accordance with the Delegation of Authority (DOA) protocol.
3. Claims Correspondence Filing and Retrieval
- Retrieve relevant files from the Claims Administration File System (CAFS) to support ongoing case management.
- Print and file incoming documentation including letters, reports, and medical assessments.
- Ensure accurate filing and placement of all new documents received to maintain an up-to-date record.
4. Claims System Updating
- Update the claims management system with relevant and accurate information from physical files.
- Ensure that each claim record reflects the most recent correspondence, status changes, and decision outcomes.
- Collaborate with Officers to verify that all updates are complete and aligned with internal procedures.
5. File Delivery and Distribution
- Facilitate the internal delivery of physical files between departments (e.g., Assessors, Legal, Medical).
- Ensure files are delivered and returned in a timely manner to avoid processing delays.
- Keep a log of all files in circulation for tracking and accountability.
6. Communication with External Stakeholders
- Coordinate the sending of file copies or reports to claimants, attorneys, and other relevant stakeholders.
- Ensure documents are copied, verified, and delivered via appropriate channels (email, postal, or courier).
- Maintain confidentiality and compliance with data protection and privacy protocols.
Minimum Qualifications and Requirements
- Educational Requirement:
- National Senior Certificate (NQF Level 4) – Grade 12 or equivalent.
- Technical Skills:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with electronic and paper-based claims management systems.
- Experience:
- A minimum of one (1) year relevant experience in a claims-handling environment.
- Previous exposure to administrative functions and working within a structured office environment is essential.
Core Competencies
To succeed in this role, candidates must demonstrate the following competencies:
- Strong Organizational Skills: Ability to manage large volumes of files and documentation efficiently.
- Time and Desk Management: Effective prioritization of daily tasks to meet deadlines in a high-pressure environment.
- Interpersonal and Communication Skills: Ability to interact professionally with colleagues and stakeholders at all levels.
- Customer Service Orientation: Demonstrated commitment to serving both internal and external clients with professionalism and responsiveness.
- Attention to Detail: Consistent accuracy in data entry, filing, and document handling.
- Adaptability: Comfortable working in a dynamic environment with changing demands and new assignments.
- Ethical Conduct and Confidentiality: Understands and adheres to organizational policies regarding the handling of confidential and sensitive information.
Behavioral Attributes
- Emotional Wisdom: Displays emotional intelligence and the ability to manage workplace stress effectively.
- Personal Mastery: Committed to continuous learning and self-improvement.
- Governance and Integrity: Complies with legal and ethical standards at all times.
- Collaboration: A proactive team player who supports colleagues and contributes to group objectives.
Why Join the RAF?
- Be part of a mission-driven organization that directly improves the lives of thousands of South Africans annually.
- Gain valuable experience in public service and claims administration.
- Work in a diverse, inclusive, and professional environment.
- Receive structured guidance and support from experienced leaders in the field.
Note
This is a contract position for a duration of 24 months. The successful candidate will be expected to sign a performance agreement and adhere to the RAF’s code of conduct and internal policies.
If you have a passion for public service, strong administrative skills, and a desire to make a meaningful impact, we invite you to apply for this opportunity.
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