SANBS Document and Record Administrator Job 2026: R337,383/Year

The Document and Record Administrator Job at the South African National Blood Service (SANBS) is open in Roodepoort. The permanent position offers remuneration of R337,383 per year.

The role sits within the Constantia Kloof Business Unit. It focuses on records management, document quality assurance, archiving and retrieval.

SANBS has listed the vacancy under its Admin, Office Support and Services category. The listing reference is sanbs_003438.

Interested applicants must submit their applications by 8 September 2026.

SANBS Document and Record Administrator Job Overview

The successful candidate will manage SANBS records throughout their lifecycle. This includes receiving, indexing, processing, digitising, storing and retrieving records.

The position also supports the formatting and approval of policy and procedural documents. Therefore, candidates need strong administrative and organisational skills.

Here are the key details:

• Employer: South African National Blood Service (SANBS)
• Position: Document and Record Administrator
• Listing reference: sanbs_003438
• Location: Roodepoort
• Business Unit: Constantia Kloof
• Contract: Permanent
• Industry: Non-Profit & Voluntary Sector
• Job category: Admin, Office Support and Services
• Remuneration: R337,383 per year
• Employment Equity: No
• Closing date: 8 September 2026

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What Does the SANBS Document and Record Administrator Do?

The role combines records administration with document quality control. The successful candidate will help ensure SANBS can securely manage and retrieve important records.

They will also ensure records follow applicable retention and disposal schedules.

Digitising, Archiving and Retrieving Records

The administrator will classify, code and store records using established systems. They will also maintain indexes and support information retrieval requests.

Key responsibilities include:

• Receiving paper-based records from SANBS sites.
• Checking records against archiving documentation.
• Sorting records into batches for digitisation.
• Digitising records within required turnaround times.
• Capturing metadata in electronic systems.
• Recording applicable retention periods.
• Maintaining accurate electronic records.
• Preparing records for disposal.
• Retrieving documentation for internal work areas.
• Checking files for completeness and correct classification.

The role also involves quality assurance checks on digitised records. Accuracy remains important because records may need retrieval for audits or legal matters.

Managing the SANBS Records Management System

The successful candidate will manage information within SANBS records management systems. This includes maintaining metadata integrity and the file plan.

The administrator must also ensure compliance with retention schedules.

They will record archiving destinations against electronic files. They must also resolve exceptions identified within the Enterprise Information Management system.

Fast and accurate retrieval is another key requirement. Records must be available within the required turnaround times.

Liaising With Internal and External Stakeholders

The administrator will work with various departments and external service providers. This includes coordinating requests for records and arranging archiving services.

The role also requires candidates to:

• Coordinate requests from internal and external stakeholders.
• Arrange the transfer of boxes to archiving providers.
• Participate in stakeholder meetings.
• Ensure hard-copy records are destroyed correctly.
• File certificates confirming destruction.
• Support financial audits with records retrieval.
• Monitor monthly stock levels.
• Order replacement stock when necessary.
• Log notifications and quality-related issues.
• Explain discrepancies through quality circle meetings.

The administrator will also educate stakeholders about records management issues.

Document Quality Assurance Responsibilities

Document quality forms another major part of the position. The successful applicant will review documents produced by different SANBS departments.

They will check documents against established formatting and document guidelines. They will also address grammar and formatting issues with document authors.

Other responsibilities include:

• Distributing documents through SAP DMS.
• Following up on document statuses.
• Supporting staff with SAP DMS queries.
• Substituting for procedure approval when required.
• Performing user testing on SAP environments.
• Completing user testing packs.
• Processing document errors.
• Logging required changes through the helpdesk.
• Loading corrected documents into SAP DMS.

This means candidates should be comfortable working with document management systems.

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SANBS Document and Record Administrator Requirements

Applicants must meet the minimum educational and experience requirements.

Education and Experience

The vacancy requires applicants to have:

• A Diploma or Degree.
• At least one year of experience in a similar role.
• Intermediate-level MS Office skills.

Applicants should also understand several records and information management concepts.

These include:

• Enterprise Information Management (EIM).
• SAP Document Management System (DMS).
• ISO standards.
• South African National Accreditation System (SANAS).
• Records retention periods.
• POPIA.

Candidates with relevant records administration experience should ensure their applications clearly demonstrate this experience.

Skills and Competencies Required

SANBS is looking for candidates who can manage detailed administrative processes accurately.

The role requires strong analytical thinking and attention to detail. Applicants should also demonstrate planning, organisation and prioritisation skills.

Important competencies include:

• Analytical thinking.
• Problem-solving.
• Planning and organisation.
• Attention to detail.
• Ethical behaviour.
• Self-management.
• Resilience and stress management.
• Customer service.
• Communication.
• Teamwork.
• Knowledge sharing.
• Relationship building.
• Conflict management.
• Computer literacy.
• SAP skills.
• Quality control.
• Audit knowledge.
• Legislative literacy.

Practical execution and the ability to manage daily administrative tasks are also important.

How to Apply for the SANBS Job 2026

Eligible applicants should submit their applications through the official SANBS recruitment system.

The SANBS Document and Record Administrator Job 2026 closes on 8 September 2026. Applicants should therefore complete their submissions before the deadline.

Apply for the SANBS Document and Record Administrator Job

Before applying, candidates should review their qualifications and experience against the listed requirements. They should also ensure that their application accurately reflects their records management and administrative experience.

Frequently Asked Questions