View Vacancy - Entry Clearance Assistant - Internal Campaign (PTA 17)
Main purpose of job:
To perform general office administration duties and to assist with the efficient running of the visa operation.
Roles and responsibilities:
The successful candidate will initially and mainly be working in the Data Entry Operations, this includes preparing data, checking core details are correct, mandatory checks are conducted and making sure all the information on the in-house IT system is correct. Ensuring well prepared applications can then be processed by Entry Clearance Officers. In addition performing any one of the additional work functions in the Data Entry Operations. Meeting benchmarks with accuracy.
The role also includes working in other areas of the operations, for either a continuous period of several months or on an ad-hoc basis. These areas include: despatch (receiving and forwarding all applications to the correct destination), correspondence unit (dealing with written and telephone enquiries and communications), Enrichment and Verification unit (contacting through e-mail or telephone to confirm documentation and personal circumstances of either applicants or sponsors are genuine and correct), front counter (face-to-face interaction with the public, handling the in-take of visa applications and general enquiries), appeals (logging and recording of new appeals and determinations from the UK) and workflow: registry and filing of Visa Application Forms.
Other general ad hoc administrative work if and when required.
Break down of main duties
Data Checking
To check, link and upload applications data recorded on Proviso (IT system used in the visa section), conducting mandatory CRS checks and local alerts, reporting on Service Level Agreement failures including non-core data errors and advising Entry Clearance Officers (ECOs) on core data errors by completing standard forms. Meeting benchmarks with accuracy
Despatch
To ensure all applications are dispatched on the in-house data system and that refusal notices are printed and prepared for dispatch within 24 hours. Receiving applications and despatching decisions.
Pretoria Correspondence Unit
To carry out Correspondence Unit duties
Enrichment and Verification
To verify documents and/or circumstances as requested by Visa Section
Front Counter work
To receive and process front counter applications from those eligible to apply directly at the British High Commission. Undertaking any work related to front counter enquiries.
Appeals
To record and process any appeal or admin review related enquiry, determinations and respond to written and telephone enquiries
Workflow: Registry and Visa Application Forms. Movement of Work loads
Making sure that papers, files, visa applications and other documents move swiftly around the office, including researching, retrieving
Registry: to maintain and ensure visa application forms are stored against the best practice guidance
To file and retrieve application forms and supporting/correspondence linked to the application as requested.
To move applications and correspondence around the section as required.
To provide managers as required with details of work outstanding in the sect
Other
To perform other ad-hoc duties connected with the Visa Operation’s duties, including, new and developing operating procedures
Basic IT skills but well versed in Microsoft Office Applications.
Display strong organizational, analytical and time management skills
Numeracy
Educated to Matric or equivalent.
Will take responsibility for the quality of their own work and work well in a team.
Strong Customer Focus with good Attention to detail.
Data Capture experience and 1 year office administration duties
Experience and/or exposure to data bases
Shift Patterns
Monday to Thursday 07:00 to 17:15 working only the conditioned hours.
Friday 07:00 to 16:00 working only the conditioned hours.
The conditioned hours 36.5
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British High Commission will never request any payment or fees to apply for a position.
- Employees recruited locally by the British High Commission in Pretoria are subject to Terms and Conditions of Service according to local employment law in South Africa.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- The responsibility lies on the successful candidate to;
- Obtain the relevant permit
- Pay fees for the permit
- Make arrangements to relocate
- Meet the costs for relocation
The British High Commission do not sponsor visas/work permits except where it may be local practice to do so.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- If you don’t already hold a valid SA Police Clearance Certificate, we recommend that you apply for the certificate at the time of your application.
This opportunity is closed to applications.