Admin Clerk
Location: Randburg, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Position Title: Data Capturer – Wills Safe Custody
Location: Randburg (Hybrid Work Arrangement)
Division: Absa Trust
Closing Date: 26 November 2025
Job Requisition ID: R-15981472
Employment Type: Full Time
1. POSITION OVERVIEW
The Data Capturer – Wills Safe Custody plays a critical role within Absa Trust by ensuring the accurate, secure, and compliant capturing, updating, and maintenance of clients’ Will records within Absa’s Wills Filing System. This role supports Absa’s fiduciary operations through meticulous data processing, effective client communication, and strict adherence to legislative and internal governance requirements.
The incumbent is responsible for capturing new and revised Wills, maintaining accurate customer records, processing cancellations, conducting identity and duplication checks, and preparing formal correspondence to internal departments, the Master of the High Court, and clients. The role also contributes to the broader administrative objectives of the team by resolving queries, ensuring quality of information, and upholding regulatory standards.
This position requires exceptional attention to detail, strong administrative capability, and the ability to work within a highly regulated environment where confidentiality, accuracy, and compliance are non-negotiable.
2. KEY RESPONSIBILITIES
A. Data Capturing and Record Management
- Accurately and timeously capture new and revised Wills received from clients, DSV couriers, and internal departments into the Absa Wills Filing System.
- Create new customer profiles or update existing customer records to reflect the most current information available.
- Process written cancellation requests by updating and deleting customer records as appropriate.
- Capture notifications of deceased estates from the National Deceased Estates Department and Government Gazette, ensuring timely removal or updating of affected records.
- Perform identity verification checks across the Magic database (legacy system) and the Wills Filing System to identify duplicate or multiple customer records.
- Merge and consolidate duplicate customer profiles to ensure accurate, streamlined information.
- Transfer legacy customer data from the Magic system into the new Wills Filing database as required.
B. Correspondence and Documentation Preparation
- Draft and prepare standardised letters confirming cancellation of Wills or notifying clients of outstanding information requirements.
- Prepare automated and manual communication to clients via email or SMS when further details or signatures are required, particularly for Joint Wills.
- Generate official correspondence to Absa Trust’s Deceased Estate branches informing them of deceased clients and transferring Original Wills for processing.
- Prepare formal notifications to the Master of the High Court, attaching original Wills for estates that require reporting.
- Ensure all correspondence is prepared professionally, accurately, and in line with Absa standards.
C. Customer Service and Stakeholder Engagement
- Respond to incoming queries via the Wills Safe Custody helpline and Action Line promptly, professionally, and effectively.
- Liaise with attorneys, the Master’s Office, and internal fiduciary teams to verify Will dates and executor responsibilities.
- Provide accurate information and support to colleagues, internal branches, and external stakeholders to facilitate efficient estate administration.
- Uphold exceptional service standards when dealing with sensitive customer matters.
D. Governance, Risk, and Compliance
- Complete all mandatory compliance, risk, and legislative training within required timelines.
- Ensure full compliance with the Wills Act, internal fiduciary procedures, Environmental Health and Safety policies, Information Security guidelines, and Records Management protocols.
- Maintain confidentiality and protect sensitive fiduciary information at all times.
- Promptly escalate discrepancies, risks, or non-conformance issues to supervisors.
- Contribute to continuous improvements in data integrity and auditing processes.
3. MINIMUM QUALIFICATIONS AND EXPERIENCE
Education
- Grade 12 / Matric or equivalent NQF 4 qualification (minimum requirement).
- Preferred: A certificate or diploma in Business Administration, Office Management, Legal Support, or related field.
Experience
- Minimum 1 year experience in an administrative, data capturing, or record-keeping role.
- Advantageous: 1 year experience within fiduciary services, estate administration, legal administration, or trust management.
4. KNOWLEDGE, SKILLS, AND CAPABILITIES
Technical Skills
- Strong computer literacy, including MS Office (Word, Excel, Outlook).
- Knowledge of data capturing principles, record management, and document control.
- Familiarity with fiduciary systems (Magic, Wills Filing System) beneficial.
- Understanding of the Wills Act, deceased estate processes, and legal documentation handling (advantageous).
Behavioural Competencies
- High attention to detail with excellent accuracy in data capturing.
- Strong communication skills (verbal and written).
- Professional telephone etiquette.
- Ability to maintain confidentiality and handle sensitive information.
- Strong organisational and time management capabilities.
- Ability to work under pressure, handle high volumes of documentation, and meet deadlines.
- Team-oriented mindset with the ability to collaborate across departments.
5. VALUES AND CULTURAL FIT
The ideal candidate demonstrates:
- Customer Focus
- Accountability
- Integrity and Ethical Conduct
- Commitment to Excellence
- Respect for People
- Reliability, punctuality, and professionalism
6. WORKING CONDITIONS
- Hybrid work model: combination of office-based and remote work in Randburg.
- High-volume administrative environment requiring concentration and accuracy.
- Handling of legally sensitive information and strict confidentiality requirements.
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