Junior systems Administrator

Junior System Administrator

Job Title

Junior System Administrator

Department / Function

Batch Operations / Data Services

Reporting Line

As determined by organisational structure

Operational Coverage

6 days a week, including after-hours duties where required

Role Purpose

Provide accurate, secure and timely batch data processing and operational support to Sales, clients and relevant internal departments.

1. Role Summary

The Batch Operator is responsible for the accurate, secure and timely execution of batch data processing activities in support of the Sales team, clients and relevant internal departments.

The role involves the extraction, compilation, validation, processing and transfer of data in accordance with approved batch requisitions and operational procedures.

The Batch Operator also contributes to the maintenance of the batch environment, completion of scheduled processing activities, billing support and coordination of data processing with approved third-party suppliers.

The Batch Operations function operates seven days a week and may require after-hours, weekend and public-holiday support to meet client commitments, processing schedules and business-critical requirements.

2. Key Responsibilities

· Receive, review and action batch requisitions submitted by clients or Sales representatives, ensuring that required information and approvals are available before processing.

· Extract and compile data in accordance with approved client or Sales requirements, specifications, agreed service levels and internal procedures.

· Validate input data, processing parameters and output files to identify missing, inconsistent, duplicate or unexpected information before delivery.

· Execute daily, weekly and monthly scheduled data-processing tasks and ensure that activities are completed within agreed timelines.

· Maintain the batch processing environment, including routine backups, restores, database updates, client updates and other operational housekeeping activities.

· Perform data transfers between the organisation and clients using approved secure file-transfer methods and ensure files are placed in the correct locations.

· Process data through approved third-party suppliers and services, including batch DHA processing and other external data-processing services, where applicable.

· Retrieve and verify third-party processing results and compile accurate output files for client or internal use.

· Compile weekly and monthly billing reports on behalf of the Sales team, ensuring that volumes, products, references and relevant billing information are accurate.

· Assist with the compilation and verification of internal invoices, including DHA and supplier invoices, and escalate discrepancies for resolution.

· Maintain accurate processing records, logs, batch documentation and audit information to support traceability and operational reporting.

· Monitor batch jobs and processing queues, identify failures or exceptions and take appropriate corrective action or escalate issues to the relevant technical or operational team.

· Liaise professionally with Sales, clients, IT/ITS, Finance, suppliers and other internal stakeholders regarding batch requirements, processing status, exceptions and deliverables.

· Follow all information-security, data-protection, access-control and confidentiality requirements when handling client and internal data.

· Escalate incidents, processing errors, data-quality concerns, security concerns and service-impacting issues promptly through the appropriate channels.

3. Core Operational Activities

· Batch Request Management – Review requisition forms, confirm requirements and ensure processing instructions are clear before execution.

· Data Processing – Extract, transform, compile and process data using approved tools, scripts, databases and third-party services.

· Quality Assurance – Perform appropriate checks on source data, processing results, record counts, file names, formats and outputs.

· Secure File Handling – Manage inbound and outbound files using approved secure-transfer mechanisms and maintain appropriate access controls.

· Environment Maintenance – Support routine backups, restores, database maintenance and operational updates within the batch environment.

· Scheduled Processing – Complete recurring daily, weekly and monthly processing activities and maintain awareness of cut-off times and service commitments.

· Reporting & Billing Support – Produce accurate operational and billing reports and assist in validating supplier and internal invoices.

4. Required Skills and Technical Competencies

Competency

Expected Capability

IT / Technical Support

A+ or equivalent IT knowledge, with a sound understanding of operating systems, file management, troubleshooting and general IT operations.

SQL

Competent in SQL scripting, including the ability to query databases, retrieve data and perform basic data validation and investigation.

Databases

Good understanding of relational databases, database structures, tables, fields, keys, relationships and data integrity principles.

Data Processing

Ability to work accurately with large datasets, structured files and repeatable batch-processing procedures.

Microsoft Office

Good working knowledge of Microsoft Word, Excel, Outlook/email and related productivity tools.

File Transfer

Understanding of secure file-transfer concepts such as SFTP and the importance of controlled movement of client data.

Problem Solving

Ability to investigate processing exceptions, identify root causes where possible and escalate unresolved issues appropriately.

Communication

Clear and professional verbal and written communication skills, with the ability to interact with technical and non-technical stakeholders.

5. Behavioural Competencies

· High level of accuracy and attention to detail, particularly when working with large volumes of data.

· Strong sense of ownership, accountability and follow-through.

· Ability to work independently while also collaborating effectively with Sales, IT, Finance, clients and suppliers.

· Ability to prioritise competing requests and manage time effectively in a deadline-driven environment.

· Calm and methodical approach to troubleshooting and resolving operational issues.

· Professional and service-oriented approach to client and internal stakeholder support.

· Willingness and ability to work flexible shifts, weekends and after-hours when operational requirements dictate.

· Strong commitment to confidentiality and responsible handling of private, personal and commercially sensitive information.

· Integrity and adherence to approved processes, controls and information-security requirements.

6. Data Privacy, Security and Confidentiality

The Batch Operator may have access to personal, confidential and commercially sensitive information. The incumbent must therefore treat all information as confidential, use data only for authorised business purposes and comply with applicable organisational policies, access controls and data-protection requirements. Information must not be disclosed, copied, transferred or retained outside approved processes. Any suspected data breach, unauthorised access, incorrect file transfer or security incident must be reported immediately through the prescribed escalation process.

7. Minimum Qualifications and Experience

· Grade 12 / National Senior Certificate or equivalent.

· A+ certification or equivalent practical IT support knowledge is advantageous.

· Previous experience in batch processing, data operations, IT support, database administration, data administration or a similar operational environment is advantageous.

· Practical SQL experience is required or strongly advantageous.

· Experience working with large datasets and secure file transfers such as SFTP is advantageous.

8. Key Performance Indicators (KPIs)

· Accuracy and completeness of batch processing and delivered outputs.

· On-time completion of scheduled daily, weekly and monthly processing activities.

· Compliance with batch requisition requirements and documented procedures.

· Accuracy of billing reports and invoice verification activities.

· Successful and secure transfer of client and internal data.

· Timely identification, resolution and escalation of processing exceptions.

· Availability and operational reliability of the batch environment within the scope of the role.

· Compliance with information-security, confidentiality and data-protection requirements.

· Quality and completeness of processing logs and supporting documentation.

9. Working Relationships

· Sales and Account Management – receive processing requests, clarify requirements and provide status updates and outputs.

· Clients – support secure receipt and delivery of files and communicate processing-related information where authorised.

· IT / ITS – collaborate on technical issues, database matters, system availability, access, backups and incident resolution.

· Finance – support billing reports, invoice validation and investigation of discrepancies.

· Third-Party Suppliers – coordinate authorised data-processing activities and validate returned results.

· Other Internal Departments – provide batch data and operational support as required.

Work Location: In person