Records Officer

A Records Officer position is being filled in Hartswater. Suitable candidates from across Northern Cape are invited to submit their applications for review.

About the Opportunity

An experienced Records Officer is needed to support operations in Hartswater. The role forms part of how the business keeps its administration jobs portfolio strong in Northern Cape.

The organisation keeps reporting lines clean and expectations realistic. Performance is measured against a small, agreed set of metrics, and there are no surprise yardsticks for the Records Officer taking on this position.

Stakeholders for this position include line managers, peers across the administration jobs team and trusted external partners. Building those relationships early makes the next twelve months in Hartswater much easier.

Tools, systems and information are there to support the role rather than slow it down. The company continues to invest in the technology that backs its Hartswater teams, and the new Records Officer will feel that from the first week.

Internal documentation, process notes and shared playbooks make it easier for the Records Officer to step into the administration jobs workflow quickly. Institutional knowledge is well-organised, so people are not reinventing the wheel from one week to the next.

Your Team

You will join a tight-knit, collaborative team that knows the administration jobs side of the business inside out. The Hartswater group is a healthy mix of experienced operators and newer joiners, all of whom share a strong commitment to delivery and to one another.

Line management is hands-on without being heavy. Expect regular one-to-ones, honest feedback and the support needed to do good work consistently.

Crucially, the team mix in Hartswater reflects a balance of experienced operators and emerging talent, with deliberate space for diverse voices and backgrounds.

Collaboration is the default working mode. Whether picking up a quick query or working through a complex project, you will find colleagues willing to lean in and help.

Career Growth

This role can grow with you. Strong performers in the administration jobs team in Hartswater have moved into senior, supervisory and specialist positions, and that journey is supported through coaching, training and exposure to bigger projects.

Equally, internal mobility is encouraged. People who start in Hartswater have moved into roles in other branches, specialist functions and project teams across Northern Cape.

Training is a mix of formal courses, structured on-the-job learning and exposure to broader projects, all geared at building practical skills.

Growth conversations happen at a regular cadence — not just at year-end — so the path forward stays current and realistic for every Hartswater team member.

Day in the Life

Your day starts at the front of the business, ready to greet visitors, answer the switchboard and make sure the leadership diaries are in order. Through the morning you balance calls, couriers, capturing data and supporting projects with neat, accurate work. After lunch, you might be preparing minutes from a board pack, helping HR onboard a new starter, or chasing a courier across town. By close of day, every desk you support knows you have it covered, and the office is set up for a calm, productive tomorrow.

No two days look exactly the same — and that variety is part of what keeps the role engaging for the right candidate in Hartswater.

Notably, the rhythm rewards people who plan ahead but also pivot quickly when Northern Cape operations throw up the unexpected.

On top of that, the Hartswater office buzzes through peak hours and settles into focused, productive lulls in between, giving you time to plan and reset before the next stretch of work.

The Environment

Equally, the environment is professional and structured. Expect a calm, well-organised office, a steady flow of support requests, and a strong culture of confidentiality.

Health, safety and well-being are taken seriously. Current policies and procedures are maintained, and the Hartswater site adheres to the standards expected of a responsible South African employer.

On top of that, a respectful, professional environment is the standard in Northern Cape. Bullying, harassment and unfair conduct have no place here, and managers are trained to act decisively when concerns are raised.

Crucially, the working environment is set up to give the team the focus needed for deeper work, while keeping collaboration and quick problem-solving close at hand.

Working in Hartswater

Crucially, the role is based in Hartswater, along the N14 trade route. Public transport links and parking are within easy reach, making the daily commute manageable for candidates living across Hartswater and the broader Northern Cape region.

Many candidates already living within reach of Hartswater cite the location as one of the role’s quiet wins, with shorter commutes and a real sense of being plugged into the local Northern Cape economy.

Accessibility is taken seriously: where the role allows, the team works toward a balance of in-office presence and flexibility for candidates based in and around Hartswater.

If you are relocating, the team can share practical pointers on neighbourhoods, transport and the typical pace of life in Hartswater, Northern Cape.

Why This Role

Notably, you will join a team that values respectful collaboration, honest feedback and shared wins. The Hartswater colleagues take pride in supporting one another and in doing the administration jobs side of the business properly, day in and day out.

Notably, the company reinvests in its people: paid training, internal moves and the chance to take on bigger projects are all part of how careers in Hartswater keep progressing.

Benefits are clear and consistent. Beyond the package on offer, the role includes the supports you would expect from an established South African employer in Northern Cape.

Recognition matters here. Strong performers are noticed quickly, and many promotions across the business have started in the Hartswater teams.

Equal Opportunity

In addition, the organisation is committed to transformation and equal opportunity. Hiring is on merit, and applications are actively encouraged from women, youth, people with disabilities and other historically disadvantaged groups in line with the Employment Equity plan and B-BBEE objectives.

Inclusive hiring extends through onboarding and into how teams operate every day. Respectful, fair conduct is expected from every team member in Hartswater.

Practical steps back the words. Structured EE reporting, transformation initiatives and learnership programmes give real opportunities to candidates from across Northern Cape.

B-BBEE compliance is more than a scorecard here. It informs how the business invests in skills development, supplier diversity and community engagement across the country.

Daily Duties

• Manage diaries, meetings and travel logistics for the leadership team
• File, scan and archive documents in line with retention policies
• Answer incoming calls and route enquiries to the correct department
• Handle confidential information with discretion and in line with POPIA
• Liaise with suppliers, contractors and service providers
• Track and report on departmental KPIs through standard templates
• Process invoices, requisitions and expense claims for approval
• Maintain visitor registers and ensure compliance with access protocols

Essential Criteria

• Ability to work independently and manage competing deadlines
• Professional, courteous manner with strong customer-service orientation
• Relevant administrative or office management qualification (advantageous)
• Reliable, punctual and committed to high service standards
• 1-3 years’ experience in an administrative or front-office role
• Strong organisational skills and the ability to multitask
• Discretion when handling confidential and POPIA-sensitive information

In addition, if most of these boxes are ticked, you are encouraged to put your name forward.