ADMIN OFFICER: RECORDS AND DOCUMENT MANAGEMENT

This position offers an opportunity to serve as an Administration Officer specialising in Records and Document Management within the Nelson Mandela Bay Education District Office of the provincial Department of Education. The role sits within a district education environment and is central to ensuring that the office’s information and records systems run efficiently, securely, and in line with departmental policy. The incumbent will be responsible for overseeing the full lifecycle of records, from creation and maintenance to disposal and archiving, while also leading a team of administrative staff. It is a supervisory role that blends technical records management expertise with people management, performance monitoring, and the day-to-day coordination of a district resource centre.

Candidates must possess an appropriate three-year undergraduate qualification at NQF Level 6 in Public Management or Public Administration, or a closely related field, as recognised by SAQA. In addition, applicants need at least three to five years of relevant experience working in an administrative environment. The role demands a strong blend of skills, including computer literacy, excellent written and verbal communication, sound administrative ability, and well-developed organisational and people skills. Typing, minute taking, report writing, and basic financial recording are also required, along with strong leadership capabilities. Familiarity with the education sector will be considered an advantage, as will any prior exposure to records management systems or policies.

The main duties are broad and carry significant responsibility. The successful candidate will provide district resource centre management services, monitor and evaluate document management processes, and implement the departmental records management policy, systems, and procedures for the district. This includes operating a central registry service, maintaining the electronic records management system, and overseeing document disposal and archiving services. On the human resources side, the officer must manage daily employee performance, conduct timely performance assessments for all subordinates, and ensure that job descriptions, work plans, and Personal Development Plans are developed and implemented on schedule. The role also requires the management, maintenance, and safekeeping of assets, maintaining high standards of quality, quantity, and timeliness across the section, and resolving motivational or control problems with minimal supervision. Delegating tasks according to individual potential, providing guidance and support, and affording staff adequate training and development opportunities are also key expectations.

This is a permanent post graded at level 07 within the public service salary structure. The department is committed to employment equity and will apply affirmative action measures in line with its Employment Equity Plan, with particular attention to achieving equitable representation across race and gender. Applications from all racial groups are welcome, and females and people with disabilities are encouraged to apply. Shortlisted candidates will need to submit certified copies of qualifications and relevant documents before the interview, and successful appointees will be subject to personnel suitability checks, including criminal record, citizenship, financial asset, qualification, and previous employment verification. Depending on the post level, candidates may also undergo practical exercises, integrity assessments, psychometric testing, or security clearance processes, and will serve a probation period upon appointment. The department reserves the right to amend, review, or withdraw the advertised post should circumstances require.