Assistant Director: Archives & Office Support Services
Retail
Minimum Requirements
- A minimum of three-year tertiary qualification (NQF Level 06)/ National Diploma in Public Administration/ Information Science, Records Management
- Relevant years' experience in records management at supervisory level.
- Knowledge: National Archives and Records Service of South Africa (NARSSA)
- Promotion to Access to Information Act (PAIA)
- Promotion of Personal Information Act (POPI)
- Information Security Policy
- Electronic Document Management System
- Electronic Communication and Transaction Act (no.
- 25 of 2002)
- Minimum Information Security Standard (MISS)
- Public Service Regulations (PSR)
- Public Service Act (PSA)
- Supply Chain Management Framework
- Public Finance Management Act
- Code of Conduct for Supply Chain Management Practitioners; LOGIS and Treasury Regulations.
- Skills: Project management
- Management skills
- Problem identification and solving skills
- Organisational presentation skills
- Numeracy
- Relationship management
- Interpersonal and diplomacy skills
- Decision making skills
- Motivational skills
- Negotiation skills
- Conflict management
- Advanced verbal communication and report writing skills
- Computer literacy
- Report Writing.
- Personal Attributes: High ethical standards
- Ability to conduct business with integrity
- Ability to promote mutual trust and respect
- Innovative
- Reliable
- Flexible
- Creative
- Solution orientated
- Highly motivated and Ability to meet tight deadlines whilst delivering excellent results.
- Other: Willing to adapt work schedule in accordance with office requirements.
Responsibilities
- Implement effective records management systems-:Facilitate the implementation of records management policies and guidelines
- Advise and coordinate the use of approved File Plan by departmental units
- Reduce the duplication of records to improve information sharing
- Implement records preservation strategies on crucial records
- Monitor and evaluate records management practices for compliance
- Undertake regular reviews and analysis of records management training needs
- Raise awareness on records management and information practices
- Provide compliance report on records management to the management.
- Supervise the Departmental registry operations:-Facilitate access to information and records
- Regulate the receipt and flow of related documentation
- Ensure that files are available on request
- Ensure the tracing of files
- Coordinate the provision of printing works
- Manage the dispatching of outgoing mail
- Monitor and track the utilisation of files from the Registry
- Control the maintenance and application of the filing system
- Conduct regular registry inspections/audit.
- Manage office support services: Provide postal and courier services
- Manage the provision of driving services to transport passengers and deliver other items (mail and documents) for the Department
- Ensure effective schedules for drivers and messengers
- Manage the photocopying services
- Manage the telephone accounts activities.
- Implement systematic disposal of inactive records in accordance with applicable prescripts-:Develop systematic disposal programme
- Conduct records audit to determine which records/ archives to be dispose
- Compile the application for disposal authority and submit to National Archives
- Ensure authorization of records to be disposed
- Provide advice on the disposal of records, particularly how long records should be kept
- Manage the register of documents that have been disposed.
- Supervise employees to ensure effective service delivery -: Provide general supervision of employees
- Allocate duties and do quality control of the work delivered by supervisees
- Advise and lead subordinates with regard to all aspects of the work
- Manage performance, conduct and discipline of subordinates
- Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently and effectively
- Develop, implement and monitor work systems (Rea-patala) and processes to ensure efficient and effective functioning.
