The Administrator will support the organisation’s data management and archival processes by assisting in the scanning, digitisation, and secure storage of historical paper-based records. The role plays a key part in reducing physical storage requirements while improving access to legacy information and ensuring data is properly maintained and protected.

Key Responsibilities

• Sort and categorise documents received from Metrofile according to defined data classifications
• Coordinate with the data destruction team to ensure documents approved for disposal are securely removed
• Maintain accurate records and inventory of all data destruction requests
• Scan and digitise physical documents using approved scanning equipment and processes
• Ensure all scanned documents are correctly named, indexed, and categorised for easy retrieval
• Upload and securely store digitised files in the organisation’s document management system
• Maintain strict confidentiality and ensure data integrity throughout all processes
• Monitor and report on scanning progress, volumes, and completion status
• Identify and escalate issues related to document quality, missing information, or system errors
• Work with internal teams to confirm accuracy and completeness of records
• Assist in preparing and organising physical documents for scanning, including sorting and basic document preparation
• Follow all organisational policies relating to data protection, security, and retention standards

Education and Experience

• Matric (required)

Advantageous

• 1–2 years’ experience in an administrative role
• Diploma or degree in Administration or a related field

Technical Skills and Knowledge

• Experience with document management systems or database systems
• Understanding of data privacy principles and regulations
• Knowledge of POPIA compliance requirements

Employment Equity

The organisation is committed to diversity and equal opportunity. Applications from individuals with disabilities are encouraged, and all hiring decisions are aligned with the company’s Employment Equity Plan.