Are you a detail-oriented professional with a passion for governance and data protection? The National Student Financial Aid Scheme (NSFAS) has officially opened applications for a Records and Document Management Officer based at their Cape Town office.
This is a permanent position (Grade C3) within the Company Secretary department. If you have experience in public entity compliance and a knack for keeping digital and physical records organized, this could be your next big career move.
Quick Job Summary
Position: Records and Document Management Officer
Location: Cape Town
Vacancy No: 49 of 2025/26
Type: Permanent
Closing Date: 8 February 2026
Key Responsibilities & Duties
As the Records and Document Management Officer, your primary role is to support the Company Secretary in keeping the organization’s governance “audit-ready.” Your daily tasks will include:
System Maintenance: Managing both physical and digital archiving systems with strict version control.
Compliance & POPIA: Ensuring all documents meet data protection protocols and monitoring access to sensitive information.
Board Support: Coordinating board packs, meeting minutes, and official resolutions.
Audit Readiness: Preparing indexed folders for legal and audit reviews (specifically for AGSA standards).
Requirements: What You Need to Apply
To be considered for this role, candidates must meet the following criteria:
Education & Experience
A Diploma or Degree in Records & Information Management, Library Science, Archival Studies, or Public Administration (with a focus on records).
2–3 years of experience in document management (public entity or regulatory environment experience is a major plus).
Proven experience in minute-taking and drafting action items.
Technical Skills
High proficiency in MS Office Suite (Word, Excel, Outlook).
Hands-on experience with SharePoint or similar document management portals.
Solid understanding of POPIA and PFMA recordkeeping requirements.
Preferred Advantage: If you have worked in a Board Secretariat or have experience with digital signature tools like Adobe Sign or DocuSign, your application will stand out.
Employment Equity at NSFAS
NSFAS is an equal-opportunity employer. In line with their Employment Equity plan, they are looking to improve representation across the organization.
Preference: Priority will be given to candidates who help meet their equity targets regarding race, gender, and disability.
Context: Currently, youth unemployment in South Africa sits near 45.5%, and NSFAS aims to lead by example in creating fair, representative professional environments.
How to Apply (Step-by-Step)
Don’t wait until the last minute! Follow these steps to submit a valid application:
1. Download the Employment Application Form and complete it.
Quick Guide: How to Fill the NSFAS Employment Form
Filling out the NSFAS Application for Employment form correctly is the first step to getting shortlisted. Here is a breakdown of what you need to do:
Section A: Advertised Post
Position: Write “Records and Document Management Officer.”
Location: Cape Town.
Section B: Personal Information
Ensure your First Name and Surname match your ID exactly.
Race & Gender: This is required for Employment Equity (EE) purposes.
Contact Details: Double-check your email address, this is how they will contact you.
Sections C, D, & E: Skills & Education
Pro Tip: The form says “Ignore if on CV.” However, it is highly recommended to fill these in briefly anyway to show you are thorough.
In Computer Literacy, make sure to mark yourself as “Advanced” for MS Word and Excel, as these are key requirements for the Records Officer role.
Section G & H: History & Criminal Record
Employment History: List your most recent job first. If you are currently working, remember to fill in your Notice Period in Section I.
Criminal Record: Be honest. A “Yes” doesn’t always disqualify you, but lying about it definitely will.
Section I: General & Salary
CTC (Cost to Company): This is your current total monthly or yearly pay before tax, including benefits.
Expectation: Do your research on Grade C3 salaries, or write “Market Related.”
Section K: Agreement (The Most Important Part)
You must sign and date the form. If you are sending it via email, you can use a digital signature (like Adobe Sign) or print, sign, and scan it back.
2. Prepare Your CV:
Ensure your CV is detailed and clearly states the vacancy name (Records and Document Management Officer).
3. Attach Documents:
Include certified copies of your Qualifications, Identity Document (ID), and the contact details of three referees.
4. Submit via Email:
Send your full application to jobs@nsfas.org.za.
Important Reminders for Your Application:
Be Legible: If you are writing by hand, use a black pen and capital letters.
Match Your ID: Your details must be identical to your official documents.
Deadline:
Submit everything to jobs@nsfas.org.za before 8 February 2026.
