CORE PURPOSE OF JOB

To supervise and coordinate the day-to-day delivery of reprographic and print services, ensuring efficient workflows, high-quality output, customer-focused service, and compliance with institutional policies, while optimising resources, supporting staff performance, and meeting agreed service levels.

KEY PERFORMANCE AREAS

Reprographic Operations
Oversee daily reprographic services to ensure efficient workflows, quality output, and adherence to turnaround times.

Staff Supervision
Supervise and support staff through task allocation, training, and performance management.

Customer Service
Provide responsive, professional service and manage escalations with key stakeholders.

Quality, Compliance & Safety
Ensure quality standards, copyright compliance, data security, and occupational health and safety.

Resources & Cost Control
Manage consumables, equipment usage, and cost-effective service delivery.

Systems, Reporting & Improvement
Utilise print systems effectively, maintain accurate records, and support continuous service improvement.

Processing of print requisitions and quotes

Ordering of all paper and supplies

Operate Networked High Volume Digital Photocopiers

CORE COMPETENCIES

• Supervisory and people-management skills
• Attention to detail and quality orientation
• Customer-centric mindset
• Ability to work under pressure and meet deadlines
• Strong communication and interpersonal skills
• Ensures good time keeping is maintained by production staff.
• Liaises with staff and Section Head with regard to leave and time off.
• Reports absenteeism to Section Head and makes arrangements for relief staff.
• Trains new staff to operate photocopiers and processing of print requisition on computerised systems.
• Ensures that productivity and quality standards are maintained by production staff.
• Checks progress of work on photocopiers and finishing section in order to ensure that deadlines are met.
• Phones photocopier service company in order to report breakdowns and ordering of toner.
• Receives internal/external calls regarding enquiries about production of work.
• Checks stock levels and places orders with appropriate supplier.
• Processes internal and external stores requisitions on ITS Financial System.
• Distribution of work – Goes through print requisitions received, prioritises work and assigns work to appropriate High Volume Photocopiers or Finishing Section.
• Receives originals in various formats: hard copy, digitally stored on disc or memory stick, via network to computer.
• Adheres to productivity and quality standards as described in the “Reprographic Services Standard Operations Procedures” manual.
• Programmes each machine according to its own programme settings and to variety of functions as follows: Various paper sizes, reduction and enlargement of originals, variety of paper and board colours, inserting of pre-printed covers, overprinting of covers, variety of stapling options, online punching, single and double sided printing, scan and e-mail, copy quality settings, document precount setting, folding options, insertion of job identification details.
• Performs various document manipulating settings as follows: margin settings, page numbering, rotating of image, booklet making.
• Job building – Originals have to be checked individually and the machine programmed in sequence according to special instructions or sample provided as follows: different colours of pages, double or single sided printing as well as various cover options.
• Operates two machines simultaneous. Generally sets up one machine for long run work and the other machine for short run work. Machines can be pre-programmed for the next job as the machines are running.
• Fills various paper trays with A3/A4 paper/board, depending on the specifications of each job.
• Replenishes staples, toner and waste toner cartridges.
• Cleans exposure platen glass.
• Removes jammed paper from various sections of machine.
• Ensure that all tests and confidential work printed is sealed in plastic bags. Large volumes to be packed in boxes and sealed with safety tape.
• Shreds all damaged tests and examination questionnaires.
• Ensures that examination officers are present during printing of examination questionnaires.
• Ensures that study material which infringes copyright has authorisation from copyright office.
• Assists with finishing functions when necessary

REQUIREMENTS

• Minimum Grade 12 or equivalent (e.g. technical qualification).
• Minimum of 3–5 years’ experience in a reprographic, print, or document services environment.
• At least 1–2 years’ supervisory or team-leading experience.
• Experience working with high-volume digital print and finishing equipment.

SCREENING QUESTIONS

• Do you have experience in a printing environment?
• Do you have experience on digital photocopiers?
• Do you have experience in a supervisory role?

SALARY RANGES (Peromnes)

• Level 11

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.

• Cover letter
• Equity targeted groups to be specified on the advert