Archives Assistant (AD12)

Key Responsibilities:

•Maintenance of records classification system within Wits Archives.

•Digitise University Vital records.

•Ensure that all records uploaded on the system have reference numbers.

•Ensure that student research reports are classified and filed in a correct manner as per the university classification system.

•Assist Records Management Coordinator to follow up with Faculties on Embargo reports.

•Action the requests of research reports and ensure that the requestor receive requested information.

•Update private collections of digital copies and photographs from Wits Archives and ensure that albums and photographs have reference numbers.

•Process private collections within Wits archives.

•Perform quality assurance on the records received at Wits Archives.

•Dispose records that are due for disposal as per retention schedule, consult with Records Management Coordinator as per retention schedule.

•Maintain records within Wits archives as per records management policy.

•File and sort records within the Central Records office.

•Perform any other administrative duties assigned by the Manager and Records Management Coordinator.

•Assist with any project assigned by Manager and Records Management Coordinator.

•Assist with the cleaning up of records and records audit within Central Records Office, Schools, department and Faculties.

•Handle all the queries within Central Records Office.

•Reading and uploading of online newspaper articles relating to Wits onto SharePoint.

•Assists with processes relating to optimum space utilization and document economy.

•Scan and index documents into Document Management System.

Minimum Requirements:

•Matric and a Certificate in Records Management (NQF Level 5). A Diploma or Degree in Information Science/ Information Management/ Records Management/ Archival Studies (NQF Level 6/7) would be an advantage.

•Knowledge of records management.

•3-5 Years relevant experience.

•Understanding of records management policies and procedures.

•Ability to communicate with diplomacy and professionalism at all levels.

•Must be capable of working under pressure and meet deadlines.

•Good computer literacy skills.

•High levels of honesty and integrity.

•Knowledge of records management systems (OnBase, SIMS, SharePoint, and Oracle).

•Excellent written skills.

•The ability to keep confidential information.

•Strong computer literacy skills e.g., proficiency in MSWord, Excel, Power Point, Outlook.

•Good organisational skills.

•Ability to priorities work.

•Ability to conduct research.

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

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: 2 July 2026