Scanning Operator (Ref No: DCOG-SCO)
Salary: R163,680 per annum (Level 03)
Centre: Pretoria
Department: Department of Cooperative Governance (DCOG)
Overview:
The Department of Cooperative Governance invites qualified and motivated individuals to apply for the Scanning Operator position based in Pretoria. This role presents an excellent opportunity for individuals who are detail-oriented, organised, and interested in administrative and document management work within the public service sector.
The successful candidate will be responsible for preparing, scanning, indexing, and maintaining official departmental documents, ensuring that information is accurately captured and securely stored in digital format.
Minimum Requirements:
To qualify for the position, applicants must meet the following criteria:
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Educational Qualification: A Grade 12 certificate or an equivalent qualification is required.
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Experience: No prior work experience is required; this position is suitable for entry-level candidates.
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Computer Proficiency: Applicants must demonstrate basic skills in MS Word and MS Excel, as well as familiarity with Google Suite applications.
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Technical Competence: Understanding of registry procedures, scanning protocols, and file management systems will be advantageous.
Core Competencies and Skills:
The ideal candidate must display the following competencies to succeed in this role:
Generic Competencies:
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Quality of Work: Ability to perform tasks accurately and consistently, maintaining high attention to detail.
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Initiative: Proactive approach to completing tasks and identifying areas for improvement.
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Interpersonal Relations: Ability to interact professionally with colleagues, supervisors, and external stakeholders.
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Planning and Execution: Skill in organizing work efficiently to meet daily and weekly targets.
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Reliability: Dependable and punctual with a strong sense of accountability.
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Communication: Effective verbal and written communication skills.
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Teamwork: Willingness to collaborate and support team goals.
Technical Competencies:
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Sound understanding of registry procedures and file management systems.
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Proficiency in operating high-volume scanners and copiers.
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Intermediate-level ability to use MS Word, MS Excel, and Google Suite.
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Basic knowledge of courier services and document handling standards.
Key Duties and Responsibilities:
The successful applicant will be responsible for performing the following duties and functions:
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Document Preparation:
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Receive, check, and sort documents for scanning.
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Remove bindings, staples, and other fasteners to prepare pages for scanning.
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Ensure all documents are complete, legible, and in the correct order before scanning.
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Scanning and Indexing:
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Operate high-speed scanning equipment in accordance with departmental procedures.
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Digitally capture, scan, and index documents for electronic storage.
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Ensure that all scanned images are clear, correctly labelled, and properly filed in the system.
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Verify and validate scanned documents to ensure accuracy and completeness.
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Quality Control:
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Perform regular checks to ensure the quality of scanned documents meets departmental standards.
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Identify and correct errors, missing pages, or misfiled items.
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Maintain logs of scanned batches and document discrepancies.
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Electronic File Management:
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Export scanned and indexed documents into the electronic document management system (EDMS).
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Ensure all files are stored in the correct folders and backed up as required.
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Retrieve and provide electronic documents upon request from authorised personnel.
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Equipment Operation and Maintenance:
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Maintain scanning machines and ensure they are in good working condition.
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Report any technical faults or maintenance needs promptly.
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Follow equipment care and handling protocols to prevent damage or data loss.
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Administrative Support:
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Assist in courier and filing services when required.
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Maintain confidentiality and security of sensitive government documents.
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Support colleagues in the registry and information management division when necessary.
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Personal Attributes:
The Department is seeking candidates who are:
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Meticulous, organised, and committed to accuracy.
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Able to work efficiently under pressure and meet deadlines.
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Eager to learn and grow within a government environment.
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Honest, trustworthy, and responsible with sensitive information.
Why This Position Matters:
The Scanning Operator plays a crucial role in the Department’s digital transformation process by converting physical records into secure digital files. This process ensures better accessibility, improved data management, and compliance with information preservation standards.
This role also provides valuable entry-level experience in public administration, information management, and digital archiving — serving as a strong foundation for future career growth within the public sector.
Application Details:
Interested applicants must submit a Z83 application form, a detailed CV, and certified copies of relevant qualifications and ID. Applications should clearly reference Ref No: DCOG-SCO.
Only shortlisted candidates will be contacted. If you do not receive feedback within 60 days of the closing date, please consider your application unsuccessful.