SANBS Document and Record Administrator Job Vacancy 2026

Document and Record Administrator

Employer: South African National Blood Service (SANBS)
Job Title: Document and Record Administrator
Listing Reference: sanbs_003268
Industry: Non-Profit & Voluntary Sector
Job Category: Administration, Office Support and Services
Location: Parktown, South Africa
Business Unit: Constantia Kloof
Contract Type: Fixed-Term Contract
Remuneration: R322,855.00
Employment Equity Position: No
Application Status: Online
Closing Date: 30 July 2026

About SANBS

The South African National Blood Service (SANBS) is an important healthcare organisation responsible for providing safe and quality blood products and related services. Effective document and records management plays an important role in supporting the organisation’s operations, compliance, audits and access to accurate information.

SANBS is seeking a detail-oriented and organised Document and Record Administrator to join its team. The successful candidate will contribute to the effective management of physical and electronic records, document quality assurance, digitisation, archiving and information retrieval.

This opportunity may suit candidates with experience in records administration, document control, information management, data capturing, archiving or administrative support who are comfortable working with electronic systems and maintaining accurate records.

Job Purpose

The purpose of this position is to manage SANBS records throughout their lifecycle, from receiving and classifying records through to digitisation, archiving, retrieval and eventual disposal in line with approved retention schedules.

The role also provides document management and quality assurance support by ensuring that policies, procedures and other controlled documents are consistently formatted, correctly processed and made available to authorised staff.

The successful candidate will also assist departments and stakeholders with records management processes and provide guidance on document control, electronic records and related systems.

Key Performance Areas

1. Digitising, Archiving and Retrieving Records

The successful candidate will:

Classify, code, cross-reference and log records accurately.
Maintain indexes used for records classification.
Store records according to approved procedures and classification systems.
Operate information retrieval systems and respond to record requests.
Periodically review files to ensure that they are complete and correctly classified.
Label records according to retention and disposal schedules.
Prepare records for authorised disposal.
Receive paper-based records from SANBS sites.
Check archiving documentation against the physical records received.
Sort records into batches for digitisation.
Digitise records according to required service-level turnaround times.
Sort, pack and prepare archiving boxes.
Capture accurate metadata into the electronic management system.
Record applicable retention periods according to the retention schedule.
Store records securely until they are transferred for archiving.
Process information through the relevant electronic archiving system.
Transfer and update archiving information on the SANBS records management system.
Retrieve requested documentation for authorised work areas.

2. Records Management System Administration

Responsibilities will include:

Capturing digitised records into the records management system.
Conducting quality assurance checks on digitised records.
Ensuring the accuracy and integrity of metadata.
Monitoring compliance with approved retention schedules.
Recording archiving destinations against electronic records.
Maintaining and checking the records file plan.
Ensuring documents and records can be retrieved within required turnaround times.
Identifying and correcting records management discrepancies.
Supporting the accuracy and completeness of electronic information.

3. Stakeholder and Service Provider Liaison

The role will involve working with internal departments and external stakeholders to:

Coordinate requests for records and information.
Manage the movement of records to external archiving service providers.
Participate in relevant stakeholder meetings.
Support the authorised destruction of hard-copy records.
Maintain proof of destruction certificates for records required for legal or compliance purposes.
Support financial audits by retrieving debtor-barcoded records.
Send customer surveys where required.
Monitor stock levels and arrange replenishment when necessary.
Log notifications and communicate with quality business partners.
Communicate discrepancies and records management issues to stakeholders.
Participate in quality circle meetings and help educate stakeholders on identified issues.

4. Administrative Responsibilities

The successful candidate will also:

Maintain access lists for security-classified records.
Compile statistics relating to records services activities.
Prepare reports on records management performance.
Extract and correct exception reports from the EIM system.
Liaise with management regarding record destruction anomalies.
Compile and submit monthly reports to the Documents and Records Manager.
Maintain a personal development plan.
Contribute to continuous improvement within the documents and records management function.

5. Document Quality Assurance

A key part of the role will be ensuring the quality, consistency and accuracy of controlled documents.

Duties may include:

Collaborating with the document and records management team.
Performing quality assurance checks on documents created by various departments.
Reviewing documents and making corrections in line with approved document guidelines.
Checking grammar, formatting and document consistency.
Liaising with departments regarding document quality issues.
Supporting document authors with SAP DMS-related queries.
Distributing documents through SAP DMS to existing and new employees.
Monitoring document statuses and following up on outstanding approvals.
Providing support when required during the approval process for procedures and information documents.
Performing user testing on test and production systems.
Completing user testing packs and obtaining the necessary approvals.
Identifying and actioning document errors.
Logging required system changes with the relevant helpdesk.
Loading corrected documents into SAP DMS.

Minimum Qualifications and Experience

To be considered for this position, applicants should have:

Matric / Grade 12.
An Administrative or Enterprise Information Management certificate.
At least 1 year of experience in a similar position.
Intermediate-level Microsoft Office skills.

Experience in areas such as records administration, document control, information management, archiving, data capturing or electronic document management may be beneficial.

Knowledge and Technical Skills

The ideal candidate should have knowledge or exposure to:

Enterprise Information Management (EIM).
SAP Document Management System (DMS).
Records classification and file plans.
Records retention and disposal schedules.
Information retrieval processes.
Document quality control.
ISO standards.
SANAS requirements.
POPIA and information management principles.
Quality control and audit requirements.
Microsoft Office applications.
Electronic records and document management systems.

Key Competencies

Cognitive Competencies

Analytical thinking.
Excellent attention to detail.
Problem-solving skills.
Planning and organising.
Ability to monitor processes.
Ability to prioritise competing tasks.

Personal Competencies

Ethical behaviour.
Excellence orientation.
Resilience.
Ability to manage pressure and deadlines.
Self-management.
Commitment to accuracy and confidentiality.

Interpersonal Competencies

Customer service orientation.
Strong communication skills.
Teamwork.
Relationship building.
Knowledge sharing.
Conflict management.

Professional and Technical Competencies

Computer literacy.
Systems competence.
SAP skills.
Quality control and auditing.
Legislative and regulatory awareness.
Practical execution and administrative management.

What the Role Offers

This position provides an opportunity to gain valuable experience in a structured records and document management environment within a major South African healthcare organisation.

The role may be particularly relevant to candidates interested in developing their careers in:

Records and information management.
Document control.
Enterprise information management.
Administration and office support.
Electronic document management.
Compliance and quality assurance.
Archiving and digitisation.

Important Information for Applicants

Applicants should ensure that they meet the stated minimum requirements before submitting their applications. The position requires a high level of accuracy, confidentiality and attention to detail, as the successful candidate will work with organisational records and information that may be required for operational, audit, compliance or legal purposes.

Candidates should also be comfortable working with computer systems and electronic records management platforms and should be able to manage routine administrative tasks while meeting required turnaround times.

How to Apply

Interested and suitably qualified candidates should apply through the official SANBS careers platform.

Job Reference: sanbs_003268
Position: Document and Record Administrator
Location: Parktown
Contract: Fixed-Term Contract
Remuneration: R322,855.00
Closing Date: 30 July 2026

Apply before the closing date to be considered for this opportunity.

Apply Here