RECORDS MANAGEMENT OFFICER – 2 YEAR FIXED TERM CONTRACT

KEY PERFORMANCE AREAS

Records management

  • Efficient and effective Records Management service delivery, by managing all incoming correspondence,
  • Facilitates accurate capture, storage and classification of records in order to ensure efficient retrieval of records:
  • Monitors and controls the migration of files amongst users and also migration of records from paper to electronic records management systems( as necessary) and assists in the capturing of data in the HR Management Systems;
  • Assists in the development of records management policies and recommends suitable procedures to management;
  • Advises and trains staff on records management to ensure efficient records management;
  • Operates the Human Resources central records registry systems;
  • Controls the location and storage of records, including the disposal of records in accordance with their retention schedule;
  • Protects the integrity and confidentiality of essential records;
  • Protects records from fire and water or any other calamity
  • Coordinate with the HR department to ensure correct employee data.
  • Creation employee and other documentation files
  • Manage and monitor daily outgoing mail
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Customer service

  • Provide a high level of customer service both internally and externally at all times by;
  • Providing information, advice and guidance to staff across the organisation to ensure correct records management procedures are followed
  • Provide support to the Human Resources team on an ad hoc and ‘as needs’ basis, through undertaking a broad range of routine administrative tasks.

Governance

  • Undertaking quarterly quality audits and reports as requested.
  • Audits records inventories to determine effectiveness of records systems
  • Monitors compliance with records management policies and procedures and recommends appropriate action to correct breach of same;

 

QUALIFICATIONS/ EXPERIENCE

Qualifications

  • A recognized University Degree in Archives and Records Management or equivalent
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Experience

  • At least two 3 years post qualification experience in records management, preferably in an HR environment.
  • Ability to interpret and apply legislation related to the records management function

COMPETENCIES

  • Computer proficiency
  • Integrity
  • Intellectual curiosity
  • Problem-solving

 

Closing date: February 04, 2024

 

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