FINANCIAL AND ACCOUNTING SERVICES SECTOR EDUCATION AND TRAINING AUTHORITY (FASSET) VACANCIES

​DIGITAL RECORDS MANAGEMENT ASSISTANTS X2
Randburg, Gauteng
 
Finance and Accounting Services Sectoral Education and Training Authority (FASSET) is a Schedule 3A Public Entity established in terms of the Skills Development Act No. 97 of 1998 as amended and reports to the Minister of Higher Education and Training.
 
SUMMARY
Name of Position: Digital Records Management Assistants X2
Closing Date for Applications: 9 December 2025 @16:00
Commencement Date: 5 January 2025
TCTC: R 195 954,32 p.a (TCTC-non-negotiable)
Reference: FAS/RECRUITMENT/DRMA-01
 
JOB IDENTIFICATION
Department: Records Management
Reporting Line: Records Management Specialist
Full-time/Part-time/Contract: 12 months contract
 
PURPOSE OF THE JOB
To support digitisation, data capturing and electronic records management.
 
MAIN ACCOUNTABILITIES
• Prepare and organise physical records for scanning (removing staples, sorting, batching).
• Scan and capture documents using Document Capture Pro in accordance with standard settings and file naming conventions.
• Ensure clear, accurate, and complete scanned images before saving or exporting.
• Capture relevant metadata (e.g., reference numbers, employer names, or dates) to ensure accurate indexing.
• Save and upload scanned documents into designated SharePoint libraries or departmental folders.
• Enter and verify data in tracking sheets and metadata registers.
• Conduct quality assurance checks to ensure documents are complete, readable and properly categorised.
• Correct and rescan any documents that do not meet quality standards.
• Support the maintenance of digitisation progress logs and error reports.
• Assist departments in preparing records for digitisation (sorting, labelling, boxing).
• Support the migration of existing digital files from personal drives or email folders to SharePoint.
• Provide basic user assistance on document access and retrieval.
• Ensure proper handling and confidentiality of records at all times.
• Follow and apply approved Digitisation SOPs, Quality Assurance SOPs, and Records
Management SOPs.
• Report any deviations, challenges, or technical issues encountered during the process.
• Contribute to improving workflow efficiency through feedback and suggestions.
• Maintain daily and weekly scanning statistics and submit progress reports.
• Track and record the number of boxes, documents and batches processed.
• File and manage completed batches in accordance with department procedures.
 
REQUIRED QUALIFICATION
Qualification 
• NQF Level 5 Certificate in Records Management, Information Management, Office Administration/Management Assistant, Business Management/Administration, Public Management/Administration or relevant and equivalent
 
REQUIRED EXPERIENCE
Essential:
• 1 Year experience in digitisation in a Records/Information/Knowledge management environment.
• Experience in SETA (Sector Education Training Authority) will be advantageous.
 
COMPETENCIES REQUIRED
Critical
• Strong attention to detail, excellent organisational and administrative skills.
• Understanding of legal compliance in records management.
• Ability to work with confidential information with a high degree of integrity.
• Strong written and verbal communication skills in English.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and SharePoint.
• Ability to work effectively in a team and independently.
 
KNOWLEDGE REQUIRED
Essential 
• Basic understanding of Document Capture Pro or similar scanning applications.
• Familiarity with SharePoint or electronic document management systems.
• Basic knowledge of records management concepts (file plans, indexing, metadata).
• Legal frameworks, including, but not limited to:
- National Archives and Records Service of South Africa Act (NARSSA Act, No. 43 of 1996);
- Protection of Personal Information Act (POPIA, No. 4 of 2013);
- Promotion of Access to Information Act (PAIA, No. 2 of 2000) ;
- Promotion of Administrative Justice Act (PAJA, No. 3 of 2000);
- Electronic Communications and Transactions Act (ECTA, No. 25 of 2002).

​DATE OF COMMENCEMENT
FASSET requires applications for Digital Records Management Assistants to join existing team as of 5 January 2026.
 
TOTAL COST TO COMPANY
The TCTC to be offered for this position is R 195 953,32 p.a (TCTC-non-negotiable)
 
ASSESSMENT
Applicants may be required to undergo a competency assessment.
 
APPLICATION PROCESS
Submit a Full Curriculum Vitae (with 3 references), copies of your Matric certificate, Qualifications, ID by no later than 9 December 2025 @16:00 on: DRMA01@fasset.org.za Applications who do not conform to the qualification and experience requirements will be automatically disqualified.
 
For any inquiries regarding the position kindly contact: Mr Karabo Dikgore Human Resources Department on 011 476 8570. Should you not hear from FASSET within 6 weeks of the closing date, kindly consider your application unsuccessful. Communication is limited to shortlisted candidates only.
 
FASSET applies the principles of employment equity as per National legislation and policy guidelines and will consider designated groups in line with these requirements. Preference will be given to previously disadvantaged groups including those with disabilities. Appointments will be made in accordance with the approved Employment Equity Plan to promote its equitable representation in terms of race, gender and disability.” Preferred Targeted employees are White Female, Coloured Males and Females, Indian Males and Females and People Living with Disabilities.
 
FASSET complies with the provision of the Protection of Personal Information Act. By submitting your application for a position at FASSET, you are consenting that the personal information submitted as part of your application may be used for the purposes of the Recruitment and Selection related processes.