Administrative Officer: Records & Archives (Internal)

Post Number 7033 Faculty/Department University of the Western Cape -> Registrar -> Deputy Registrar: Secretariat & Policy Management -> Document, Records & Archive Management Services Type of Position Permanent - Full Time Length of Contract Period Location Main Campus - Bellville, WC ZA (Primary)

Closing Date 1/10/2026

Role Clarification & Key Performance Areas

The University of the Western Cape (UWC) is a vibrant, diverse and dynamic institution that is cognisant of the volatile, uncertain, complex, ever-changing and challenging global environment. The University actively responds, in critical and creative ways, to the developmental needs of the local, national and international context*.*

The portfolio of the Registrar is responsible for advancing proper and legally compliant record management and archival functions at the University of the Western Cape (UWC). The Documents, Records and Archive Management Services (DRAMS) office managed by the DRAMS Manager, assists the Registrar in this role, and is primarily responsible for documents, records, and archive management services at the University. The Administrative Officer: Records and Archives assists the DRAMS Office in executing its responsibility.

The Administrative Officer: Records and Archives has a key role within the DRAMS Office, and assists the DRAMS Manager with advancing proper and legally compliant record management and archiving procedures at the University. This includes ensuring the smooth transfer of UWC records to the archives and coordinating the day- to-day operations of the Central Records and Archive Repositories.

Reporting to the DRAMS Manager, the Administrative Officer: Records and Archives will facilitate the lifecycle of records by ensuring that UWC units transfer records of enduring value to the UWC Archives.

• Records include inter alia: Documents, Records, Archival, Historical Material and Special Collections

Key Performance Areas include but are not limited to:

• Records and Archive processing
• Special Collections processing
• Records Access and Preservation
• Operational Support
• Records Maintenance
• Archival Maintenance
• Records Quality Assurance
• Assist in educating users
• General office and related administration duties Minimum Requirements

Qualification and Experience:

• NQF6 qualification preferably in Records Management, Archival Studies, Library and Information Science or museum studies
• At least 2 - 5 years’ experience in records management, archival procedures, or library services
• Computer literacy: MS Office Suite - Excel, PowerPoint, Word
• Knowledge of information and communication technologies related to records and archival collection management.

Added advantage:

• Experience working in a higher education environment
• A Bachelor’s Degree or Post Graduate Diploma in Records Management, Archival Studies, Library and Information Science, or museum studies
• Experience and working knowledge of basic MS SharePoint.

Competencies:

• Excellent communication and interpersonal skills;
• Self-motivated;
• Ability to work under pressure;
• Work within a team and is service-orientated;
• Strong organisational and detail-oriented skills.

For further information about this position (but not applications), kindly contact the Manager, Mr Zizi Mlonyeni via email at zmlonyeni@uwc.ac.za.

In your application, you are encouraged to highlight your strengths and include anything else you deem exceptional and outstanding to be considered by the selection panel. In addition, please attach a cover letter motivating your suitability, a detailed curriculum vitae including contact details of three referees, and your highest qualification to your online profile. To be considered for this vacancy, you must click on the Apply for this Job or apply directly via UWC Careers at https://uwc.hua.hrsmart.com/hr/ats/JobSearch/viewAll. For any queries, please contact the Human Resources Department at +27 21 959 4063/3642/9362/9708/3160/3756 or email: e-recruitment@uwc.ac.za. DISCLAIMER: By applying for the position, you consent to the University sharing your application, including curriculum vitae, with University stakeholders to process the application. In line with the University’s commitment to diversifying its workforce, preference will be given to suitably qualified applicants in line with our Employment Equity Targets. The official retirement age at UWC is 65 years. The University reserves the right to not make an appointment, make an appointment at a different level, seek additional candidates and may conduct competency assessments.