ARCHIVIST: ELECTRONIC RECORDS MANAGEMENT

This position offers an opportunity to serve as an Archivist specialising in electronic records management within the Department of Cultural Affairs and Sport, part of the Western Cape Government. The role is situated within the Western Cape Archives and Records Service, where the incumbent will play a key part in ensuring that the province’s electronic records are properly managed, preserved, and accessible in line with legislative requirements and public service standards. As a Level 07 post, it carries professional responsibilities that require a blend of archival expertise, information management knowledge, and administrative competence. The work directly supports the broader mandate of the department to safeguard the cultural and documentary heritage of the Western Cape while adapting to modern digital record-keeping practices.

Candidates must hold an appropriate three-year National Diploma or Bachelor’s degree, or an equivalent or higher qualification, in Information Management Systems or a related field. A valid Code B or higher driving licence is required, although applicants with disabilities that restrict driving ability may still apply if they have reasonable access to transport. The role demands a solid working knowledge of the legislation, policies, and procedures governing the Western Cape Archives and Records Service, as well as an understanding of public management practices in South Africa and internationally. Familiarity with financial management, supply chain management, public service reporting structures, strategic planning, and meeting procedures is also essential. A postgraduate qualification in Archival Studies would be advantageous. In addition, the successful candidate must demonstrate strong written and verbal communication skills, proven computer literacy, research ability, problem-solving capacity, and analytical and strategic thinking, along with effective presentation skills.

The core duties of the post revolve around the full lifecycle of electronic records management systems. This includes approving such systems to ensure they meet required standards, developing and maintaining them to support efficient record-keeping, and conducting audits to verify compliance and identify areas for improvement. The archivist will also be responsible for compiling, updating, and distributing guides and directives that govern electronic records practices, ensuring that staff across the department have clear and current instructions. Communication and facilitation form another key part of the role, as the incumbent will need to engage with various stakeholders, provide guidance, and promote good records management across the organisation.

Shortlisted candidates should be prepared for a rigorous selection process. They will be required to attend interviews on a date determined by the department and must submit duly completed and signed vetting and supporting documentation within the timeframe communicated prior to the interview. Failure to do so without reasonable justification may result in exclusion from further consideration. All shortlisted candidates will also undertake two pre-entry assessments: one practical exercise testing technical and generic suitability for the post, and one integrity assessment focusing on ethical conduct. The selection process will be guided by the employment equity targets of the employing department. By applying, candidates consent to the Western Cape Government contacting previous employers or managers for reference checks, which will include enquiries about disciplinary records and reasons for leaving. This is a demanding but rewarding role for a professional committed to the proper management of electronic records in the public sector.