Job Description

The incumbent will be required to:

oManaging paper records and documents submitted at both Central Registry and Wits Archives throughout their lifecycle.
oEnsuring that vital records are required in the administrative functions of the University are preserved as needed by the institution.
oCollecting, processing, retrieval and accessibility of archival material as well as supplying information from and in connection with holdings according to relevant guidelines.
oUsing relevant knowledge and experience to protect the integrity of the archival heritage of the University against alterations, removal, damage or theft and ensure that a record is complete.
oParticipate in the implementation of the Document Management System (OnBase) throughout the institution.

Key Responsibilities:

oLiaise with departments to ensure timely submission of identified records to the Central Registry and Wits Archives.
oCoordinate records collections and transfers to Central Registry and Wits Archives and maintain proper systems of receiving records.
oClassify records and index records in accordance with the University filling system.
oKeep Central Registry and Wits Archives classification systems up to date.
oConduct clean-up of records due for disposal.
oAppraise records at Central Registry and Wits Archives.
oStore records in all Registries as per legislation.
oEnsure appropriate security for records and documents stored in all CRO registries.
oManage access to records as per university policies.
oDispose records in accordance with the University Records Retention and Disposal Schedule.
oAssist in the implementation of the Document Management System within CRO and other departments.
oMaintain documentation of all activities carried out at CRO.
oManaging Archival Material in Wits Archives.
oConduct marketing events for archival records.
oAssist in drafting and updating standard operating procedures (SOPs), as well as records management policies and guidelines within the CRO.
oAssist Records Manager to implement file plan throughout the University.
oAssist Records Manager with marketing awareness campaigns.
oSupervise Central Registry and Wits Archives employees and ensure that quality assurance is conducted on paper records.
oProvide training to all employees on management of paper records.
oConduct regular inspections and advocacy on paper records and ensure that all records management practices are followed.
oConduct record audits within the organisation.

Requirements:

oA Bachelor Degree in Information Science/ Information Management/ Records Management/ Archival Studies (NQF level 7).
oA minimum of three years' experience in either a public or tertiary environment. Preference will be given to candidates with tertiary experience.
oA minimum of two (2) years of supervisory experience in Records Management preferred.
oApplicants must have practical trackable experience in electronic records management system and management of paper records (i.e. file plan).
oAbility to communicate with diplomacy and professionalism at all levels.
oGood computer skills in office applications, i.e. Word, Excel and Power Point, Outlook, MS Teams.
oExcellent written and verbal communication skills.
oThe ability to work effectively with internal and external clients.
oThe ability to work and provide guidance to colleagues in Records Management.
oProblem solving skills and someone who can be able to pay attention to details.
oStrong analytical and critical thinking skills.
oThorough knowledge of legislation governing records management.

Preferences:

oA minimum of 3 years' proven experience in digital asset management/enterprise content management systems/ document management /information management systems, preferably, in a higher education environment
oFunctional knowledge and practical experience in managing paper and electronic records, including hands-on use of Electronic Document and Records Management Systems (EDRMS), preferably Hyland OnBase ECM and SharePoint.
oPractical experience in records management systems and best practices, including records capture, indexing, and quality control in accordance with established standards.
oProven ability to maintain confidentiality while consistently demonstrating professionalism.
oGood time management skills with a demonstrated ability to prioritize tasks effectively.
oAbility to apply innovation and creative thinking in records management practices.
oPeople management and empowerment.
oGood report writing and presentation skills
oProject Management Skills

Detailed Description

Job Requirements

Additional Details

How To Apply

Please note that applications have to be done through iRecruitment only. No hardcopies or emails should be submitted.

External applicants are invited to apply by registering your profile on the Wits i-recruitment platform located at https://irec.wits.ac.za and submitting your application, or going to the Wits website at www.wits.ac.za and clicking on "Vacancies" at the bottom of the web page.
Internal employees are invited to apply directly on Oracle by following the path: iWits /Self Service application/" Apply for a job"

By submitting an application for this post the Applicant acknowledges that their personal information will be processed by the University. The Applicant, by their conduct in proceeding with an application for this position, gives their consent to the processing of their personal information as required by the University's Recruitment, Selection and Appointment Policy. Such processing includes logging their information on the University's recruitment systems and disclosing their personal information to University employees identified to take part in the selection and recruitment process. The Applicant consents to any further processing of their personal information as may be required for relevant verification and reference check purposes. The confidentiality of the Applicant's personal information will be maintained.

Closing Date: 25 November 2025

The University is committed to employment equity. Preference may be given to appointable applicants from the underrepresented designated groups in terms of the relevant employment equity plans and policies of the University. The University retains the right not to make an appointment and to verify all information provided by candidates.

Please note that correspondence will only be entered into with shortlisted candidates. The University reserves the right not to make an appointment or to re-advertise.





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Work At Home