Senior Administrative Officer: Records Management – Malmesbury – Department Of Transport And Public Works

About the Role

The Department of Transport and Public Works is seeking a passionate and dedicated Senior Administrative Officer: Records Management to join their team at the Swartland District Office in Malmesbury. This crucial role focuses on ensuring compliance with records and information management practices across the West Coast District. By supporting the development and implementation of policies and procedures, you will play a vital part in enhancing the efficiency and transparency of public service operations in the region. Your contributions will not only help maintain the integrity of records but also foster trust within the community, making a lasting impact on the public sector in South Africa.

In Malmesbury, you will be at the forefront of monitoring and evaluating compliance with various legislative frameworks such as the PAIA, POPIA, and the National Archives Act. This role is essential for the effective functioning of government operations, as it ensures that information is managed responsibly and ethically. By identifying compliance gaps and developing action plans, you will help strengthen the records management system, ultimately benefiting the entire Western Cape region.

About the Department

The Department of Transport and Public Works is dedicated to providing safe and efficient transport systems and infrastructure to all citizens. Committed to promoting sustainable development, the department plays a significant role in enhancing the quality of life across the province. Working here means being part of a team that values integrity, transparency, and accountability, all while serving the community in a meaningful way.

What You’ll Do

• Monitor and evaluate compliance with records and information management practices across the West Coast District.
• Conduct assessments of facilities and districts to ensure adherence to legislative requirements.
• Identify compliance gaps and develop, implement, and track remedial action plans.
• Compile analytical reports on compliance outcomes, including weekly, monthly, quarterly, and annual summaries.
• Create dashboards and present findings, risks, and recommendations to management.
• Support internal and external audit processes, ensuring readiness and availability of supporting evidence.
• Coordinate responses to audit findings and track their progress.
• Facilitate and manage the archiving and lawful disposal of records according to approved authorities.
• Deliver training and awareness programs on records management to strengthen compliance across the district.

What You’ll Need

• A minimum of a three-year National diploma or degree in a relevant field.
• Experience in records and information management administration, along with proficiency in Electronic Document and Records Management Systems (EDRMS).
• A valid Code B/EB driver’s license and willingness to travel extensively within the Western Cape.
• Completion of a Records Management course provided by the Western Cape Archives and Records Service (WCARS).
• Extensive knowledge of records management legislation, including PAIA, POPIA, and the National Archives Act.
• Strong organisational skills, attention to detail, and the ability to produce high-quality reports.
• Excellent interpersonal, communication, and stakeholder engagement skills.
• Demonstrated capability in training and facilitating workshops on records management.

How to Apply

Please submit your application before the closing date as late applications will not be considered.