Administrative Assistant X5
Location: Durban, Kwazulu-Natal, ZA
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose Summary
The Road Accident Fund (RAF) is seeking a detail-oriented, organized, and proactive Office Administrator – Compliance and Records to provide essential administrative and coordination support within the department. The successful candidate will play a key role in maintaining accurate records, ensuring compliance with internal policies, coordinating office activities, and supporting departmental meetings and follow-ups.
This role requires an individual who is highly efficient, capable of managing multiple administrative functions simultaneously, and committed to upholding the Fund’s standards of professionalism, confidentiality, and operational excellence. The ideal candidate will demonstrate strong communication, organizational, and record management skills, as well as a deep understanding of compliance procedures and governance standards.
Minimum Requirements
- Educational Qualification: Matric / Grade 12 (NQF Level 4)
- Experience: Minimum of 1–3 years’ administrative experience, preferably within a compliance, records management, or corporate office environment.
- Computer Literacy: Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and able to work confidently with internal systems and document management tools.
- Knowledge Areas:
- Office administration, record keeping, and filing systems
- Compliance and governance processes
- Internal control procedures and audit readiness
- Professional communication and stakeholder engagement
Key Performance Areas (KPA)
1. Compliance Administration
- Maintain up-to-date written documentation relating to the department’s business activities, ensuring completeness, traceability, and accessibility.
- Ensure strict compliance with all company policies, procedures, and process standards.
- Keep abreast of internal standards, corporate governance frameworks, and business goals to ensure consistent adherence to internal controls.
- Support the implementation and monitoring of compliance processes and audit findings.
- Coordinate documentation for internal and external audits, ensuring all required information is accurate and readily available.
- Track departmental activities to ensure alignment with compliance deadlines and performance objectives.
2. Office Coordination and Administrative Support
- Assist with follow-ups on outstanding matters, ensuring timely resolutions and updates to management.
- Respond to departmental requests within the prescribed timelines, maintaining a high level of customer service and professionalism.
- Manage and monitor stationery and office supplies, ensuring availability and cost-effective procurement.
- Validate and verify incoming documents and information for accuracy and completeness before capturing or forwarding them for further processing.
- Ensure that systems and departmental registers are consistently updated with current and correct information.
- Identify and report duplicate requests, queries, or documentation to prevent redundancy and errors.
- Allocate reference numbers and accurately capture related documents across multiple internal systems.
- Assign matters to relevant team members and track their progress until completion.
- Draft, proofread, and dispatch formal correspondence, memos, and stakeholder letters on behalf of the department.
- Serve as the first point of contact for general departmental inquiries and communication coordination.
3. Meeting Coordination and Governance Support
- Schedule, organize, and coordinate meetings, workshops, and internal sessions on behalf of the department.
- Assist with preparing meeting agendas, documentation packs, and attendance registers.
- Take and distribute accurate minutes in accordance with established governance standards and timelines.
- Develop and maintain a register of meeting resolutions and outstanding matters.
- Implement a follow-up plan to monitor progress and ensure timely closure of action items.
- Confirm meetings, manage diaries, and ensure proper time management for departmental leadership.
- Coordinate appointments with internal and external stakeholders, ensuring that logistical arrangements meet organizational standards.
4. Document and Records Management
- Administer the records management and filing processes in accordance with the RAF’s filing plan and records management policy.
- Maintain an organized and efficient filing system, ensuring that both electronic and physical records are up-to-date, easily retrievable, and secure.
- Retrieve requested information promptly and accurately in response to authorized requests.
- Safeguard all documentation under control by maintaining strict confidentiality and ensuring sensitive information reaches only intended recipients.
- Acknowledge the receipt of documentation, apply file number allocations, record information onto the system, and file documents in their proper locations.
- Conduct periodic audits of the filing system to ensure compliance with RAF’s records retention and disposal schedules.
- Support digitization and electronic recordkeeping initiatives in line with the Fund’s modernization goals.
Knowledge, Skills, and Competencies
Knowledge Requirements:
- Strong understanding of office administration principles and records management.
- Familiarity with compliance documentation and internal control procedures.
- Working knowledge of corporate governance and audit support practices.
- Knowledge of the RAF’s mandate, mission, and operational environment is advantageous.
Technical and Functional Skills:
- Excellent computer literacy, particularly in MS Office Suite and data management systems.
- Analytical and problem-solving skills with the ability to assess data accuracy and document integrity.
- Strong organizational skills with the ability to manage multiple administrative priorities effectively.
- Attention to detail and a commitment to maintaining data accuracy and document integrity.
- Excellent written and verbal communication skills for drafting reports, memos, and correspondence.
- Report writing and record tracking abilities to support management reporting.
Behavioral Competencies:
- Professionalism and confidentiality in handling sensitive information.
- Customer service orientation with a focus on internal and external stakeholder satisfaction.
- Time management and ability to meet tight deadlines without compromising quality.
- Teamwork and collaboration, contributing positively to a high-performing environment.
- Adaptability and initiative in handling evolving priorities or urgent assignments.
Performance Indicators
- All compliance documentation maintained and up to date.
- Zero audit findings related to missing or inaccurate records.
- All departmental requests and correspondence actioned within set timelines.
- Well-maintained, accessible, and secure filing and records systems.
- Timely scheduling and follow-up of meetings and resolutions.
- High satisfaction rating from internal stakeholders for administrative support.
Additional Information
The Road Accident Fund subscribes to the principles of Employment Equity, and preference will be given to People with Disabilities and candidates meeting equity requirements.
Applicants who have not received correspondence within six (6) weeks from the closing date should consider their applications unsuccessful.
Security vetting will be conducted on all shortlisted candidates.
Applicants with foreign qualifications must have them evaluated by the South African Qualifications Authority (SAQA) and submit proof of such evaluation with their application.
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