The South African National Blood Service (SANBS) is inviting applications for a Document and Record Administrator on a Fixed-Term Contract basis. This opportunity is ideal for organised and detail-oriented individuals who enjoy administrative work, document control, records management, and maintaining accurate information systems. The successful candidate will play an important role in ensuring that organisational records are securely managed, correctly archived, and easily accessible when required.
Position Details
Job Title: Document and Record Administrator
Location: Parktown
Employment Type: Fixed-Term Contract
Industry: Non-Profit and Voluntary Sector
Salary: R322,855 per annum
Application Closing Date: 30 July 2026
About the Role
As a Document and Record Administrator, you will be responsible for managing both physical and electronic records throughout their lifecycle. Your duties will include receiving documentation, verifying information, digitising files, maintaining electronic records, supporting document quality assurance, and ensuring compliance with records retention requirements.
This position also involves working closely with internal departments and external service providers to coordinate document retrieval, archiving, and secure disposal of records while maintaining strict confidentiality and data integrity.
Key Responsibilities
Your responsibilities will include:
- Receiving and processing paper-based records from various SANBS sites.
- Classifying, indexing, coding, and securely storing documents.
- Digitising records and uploading metadata into electronic records systems.
- Maintaining accurate filing structures and document retrieval systems.
- Ensuring records comply with approved retention schedules.
- Performing quality checks on digitised documents.
- Managing document retrieval requests within agreed turnaround times.
- Coordinating the transfer of archive boxes to external storage providers.
- Supporting financial audits by locating requested documentation.
- Maintaining access controls for confidential records.
- Preparing monthly reports and records management statistics.
- Monitoring stock levels for records management supplies.
- Assisting departments with document formatting and quality assurance.
- Supporting users with SAP Document Management System (DMS) processes.
- Monitoring document approval workflows and following up on outstanding documentation.
- Reporting document system errors and assisting with testing activities when required.
Minimum Requirements
Applicants should meet the following requirements:
- Matric (Grade 12).
- Administrative or Enterprise Information Management Certificate.
- At least one year of experience in records administration or a related administrative environment.
- Intermediate Microsoft Office skills.
- Good understanding of electronic records management processes.
Knowledge and Skills
The ideal candidate should have knowledge of:
- Enterprise Information Management (EIM).
- SAP Document Management System (DMS).
- ISO quality standards.
- SANAS requirements.
- Records retention schedules.
- Protection of Personal Information (POPI) principles.
- Computer systems and document management processes.
Competencies
The successful applicant should demonstrate:
- Excellent attention to detail.
- Strong analytical and problem-solving abilities.
- Effective planning and organisational skills.
- Ability to prioritise multiple tasks.
- Professional ethics and integrity.
- Strong customer service orientation.
- Excellent communication skills.
- Ability to work well within a team.
- Relationship-building skills.
- Conflict resolution abilities.
- Computer literacy.
- Quality control and audit awareness.
- Technical competence in document management systems.
- Self-management and resilience in a busy work environment.
Why Consider This Opportunity?
This role offers valuable experience within one of South Africa’s leading healthcare organisations. It provides exposure to enterprise records management, document quality assurance, digital archiving, compliance, and information governance. Individuals looking to build a career in administration, records management, document control, or information management will benefit from the practical experience gained in this position.
The successful candidate will work with modern document management systems while contributing to the efficient management of critical organisational information.
How to Apply
Interested candidates should submit their applications before the closing date of 30 July 2026. Ensure that your application includes an updated CV together with all relevant qualifications and supporting documents. Applications received after the closing date may not be considered.
If you meet the minimum requirements and have a passion for organised administration, records management, and maintaining high-quality documentation standards, this could be an excellent opportunity to further your career.