BLUE VALLEY COUNTRY AND GOLF ESTATE: Vetting Administration Officer

Introduction

POSITION SUMMARY

The Vetting Administration Officer is responsible for managing vetting, verification, and access control operations at Blue Valley Country and Golf Estate. This is a multi-faceted role that combines front-desk administration, background verification, access control systems management, financial administration, and risk & security support. The position serves as a critical interface between the estate management, residents, contractors, service providers, and security personnel, ensuring that all individuals operating within the estate are properly vetted, verified, and have appropriate access controls in place.

Duties & Responsibilities

KEY RESPONSIBILITIES

1. FRONT DESK & OFFICE ADMINISTRATION

• Serve as the primary point of contact for residents, contractors, service providers, domestic workers, estate agents, and visitors

• Manage front desk enquiries via telephone and email, responding professionally and efficiently to all queries

• Maintain reception area in a professional and welcoming manner

• File, record, and maintain all vetting documentation including personal declaration forms, enrolment forms, and identity verification records

• Manage electronic filing system (Qdocs) ensuring accurate data entry, secure storage, and efficient retrieval of vetting records

2. VETTING, VERIFICATION & COMPLIANCE MANAGEMENT

• Conduct comprehensive background checks and identity verification for all parties requiring access to the estate, including contractors, tenants, residents' employees, golfers, estate agents, and service providers

• Use the Afiswitch system to verify identity documentation and conduct criminal record status checks

• Ensure all individuals operating within the estate possess valid identity documentation and meet security clearance requirements

• Verify and monitor movement forms for all persons entering or exiting the estate

• Ensure all movements are properly recorded, monitored, and traceable in compliance with estate security protocols

3. ACCESS CONTROL & SYSTEMS ADMINISTRATION

• Operate as the primary access control operator at the vetting office

• Enrol residents, contractors, and employees on access control systems, including PIN code allocation and biometric access registration via the CLICKON system

• Issue dual access cards to contractors (school transport and building contractors) to ensure controlled and monitored movement within the estate

• Update and maintain access control databases with current resident, contractor, and employee information

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• Receive and implement monthly restriction lists from Trafalgar for residents with outstanding levy accounts

• Remove access restrictions upon confirmation of levy account settlement and maintain clear audit trail of all access modifications

4. FINANCIAL ADMINISTRATION (VETTING & ACCESS CONTROL)

• Perform daily cash reconciliation and cash-ups related to vetting and access control services

• Process and manage vetting-related invoices and payments

• Record and process EFT payments related to vetting services, ensuring accurate financial documentation

5. RISK & SECURITY SUPPORT

• Provide investigative support to the Risk Manager on security-related queries and incidents

• Locate and identify individuals using limited information, conducting effective investigative research

• Gather, consolidate, and analyse relevant information to support effective security incident analysis and resolution

Desired Experience & Qualification

PREFERRED QUALIFICATIONS

• Certificate or diploma in Security, Administration, or Risk Management

• Experience with Qdocs or similar document management systems

• Experience with Afiswitch or other criminal record verification systems

• SHEQ (Safety, Health, Environment, Quality) awareness

• Previous experience working in an estate management or property security environment

KEY COMPETENCIES & PERSONAL ATTRIBUTES

• Reliability and trustworthiness – handling sensitive security information

• Professionalism and discretion in all interactions

• Strong organisational and time management skills

• Problem-solving and analytical ability

• Ability to work independently and take initiative

• Strong interpersonal and conflict resolution skills

• Flexibility to handle multiple tasks and changing priorities

• Commitment to security and compliance standards

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

• Ability to work standard office hours (Monday to Friday) with potential for extended hours during peak periods

• Capable of sitting at a desk for extended periods

• Ability to interact with diverse groups of people including residents, contractors, and visitors

• Valid driver's license (Code B minimum) for potential estate movement

• Professional appearance and presentation required

PERFORMANCE STANDARDS & EXPECTATIONS

• Accuracy: Maintain 100% accuracy in data entry and vetting documentation

• Timeliness: Process vetting requests within defined service level agreements (typically 24-48 hours)

• Security Compliance: Strict adherence to all security protocols and confidentiality requirements

• Customer Service: Maintain professional and courteous interactions with all stakeholders

• Financial Accuracy: Ensure daily cash reconciliation balances to the cent

• Documentation: Maintain complete and organised records for all vetting activities and access control modifications

Package & Remuneration

R15,000.00 CTC including Provident Fund