ASSISTANT DIRECTOR: RECORDS MANAGEMENT

Job Overview

An Assistant Director: Records Management position is available in East London, Eastern Cape within the Department. Responsibilities include managing land claims records, database systems, registry services, and statistical reporting. Applicants must possess a Grade 12 certificate, a National Diploma in Information Management/Science/Records Management (NQF Level 6), a valid driver's licence, and at least 3 years of supervisory experience in an information management environment, along with strong computer literacy and knowledge of relevant public sector legislation.

Requirements & Qualifications

• Grade 12 Certificate
• National Diploma in Information Management / Information Science / Records Management (NQF Level 6) or related equivalent qualification
• Minimum of 3 years supervisory experience in an information management environment
• A valid driver's licence
• Knowledge of Restitution process
• Knowledge of total quality management
• Knowledge of financial management processes and procedures
• Knowledge of National Archives Act
• Knowledge of information management
• Understanding of database management systems, transactional processing systems, and document management systems
• Practical knowledge of the Public Finance Management Act, Treasury Regulations and other related prescripts
• Computer literacy with expert knowledge of full Microsoft Office suite
• Knowledge of relevant standards, statutory and regulatory frameworks
• Proven managerial and project management skills
• Good planning, organising and problem-solving skills
• Good verbal and written communication skills
• Program management skills
• Good interpersonal relations
• Ability to research
• Report writing and statistical analysis skills

Key Duties & Responsibilities

• Manage land claims information and records, database systems and data capturing in the province
• Standardisation and restructuring of land claims files
• Retrieval and filling of land claims files
• Conducting office searches on long loaned files
• Digitisation of paper-based land claims files
• Update land claims statistical database and reconcile statistical information
• Submit terms of reference for issuing purchase orders for publication of land claims in the government gazette
• Request, send, and publish land claims gazette notices
• Send published land claims gazette notices to Project Officers and managers, and file records
• Receive invoices for published gazette notices from Government Printing Works and submit to supply chain management for payment
• Maintain land claim gazette database, collate, analyse, and summarise claims data, and compile statistical reports
• Provide information to internal and external clients
• Receive land claim enquiries, maintain enquiries database, and compile statistical reports on status of land claims
• Manage land claims lodgement process, receive outstanding documents, and update contact details on electronic system
• Manage screening process of lodged land claims in the province, categorise and file per district, municipality, and project
• Manage registry services, mail and courier services, messenger and driver services, and registry automation services
• Provide management reports and retrieve reports and statistics on land claims

Enquiries & Contact