A Grade 12 certificate plus a bachelor's degree in public administration or NQF level 6. 3-5 years' experience in Records Management. All valid relevant driving licenses (A and EC). No criminal record or any pending cases against you.
Knowledge and Skills: Treasury regulations. Understanding of different project management principles. Relevant legislation and public service regulations. Understanding DCS related projects. Understanding of expectations of customers. Knowledge of SLAs.
Management information knowledge. Labour relations concepts, theories, prescripts and legislation. Project management methodologies. Business performance management. Stakeholder relationship management. Policy development analysis and application. Negotiation skills.
Duties :
Develop a control register and ensure that all correspondence received is registered and dispatched accordingly. Prepare documentation received on a daily basis and ensure filing according to Departmental file plan and National Archive Act 43 of 1996. Prepare filing of all documents and punching to the relevant box files.
Ensure confidentiality of live and archived files according to the Minimum Information Security Standard of 2000. Implement proper HR filing systems. Store HR files as informed by departmental archiving guidelines. Monitor and evaluate trends and patterns of Departmental Personnel Record Management systems and report deviations.
Implement and identify records management policies gaps. Benchmark, analyse trends and practices. Prepare reports for various strategic reporting. Collect payslips for all normal and supplementary runs. Sort and distribute payslips to various officials. Distribute payroll and payroll certificates for signing by relevant authority in line with Treasury Regulations. File all correspondence relating to payroll.
Collect and distribute IRP5s and file them on an annual basis. Prepare reports for various strategic reporting. Develop a database for all HR queries received. Register all queries received in the HR database. Allocate all enquiries according to complexity. Facilitate timeous responses to clients. Where necessary escalate complex queries for urgent intervention and possible resolution. Prepare incoming and outgoing correspondence for all correspondence received.
Facilitate reports for various strategic reporting. Coach and mentor staff members. Co-ordinate the development of operational plans, alignment of performance contracts, monitoring and evaluation. Submit inputs for drafting of unit budget. Supervise utilisation of sub-section budget and expenditure. Submit inputs the compilation of various reports and statistics for the sub-section. Supervise staff related matters e.g. leave and conflict.