Job Description
The Records Administrative Officer will support the implementation and integration of an Information Management Program by ensuring that records managements principles are adhered to throughout the record life- cycle.
The incumbent will assist the Records Management Team in improving the information management maturity levels within the Organisation and to support reliable and effective decision-making.
Qualification and Experience
Qualifications
- Matric
- Relevant post-matric administrative qualification (Diploma)
Skills and Knowledge
- Preferably 2 to 5 years relevant working experience within a records management environment
- Knowledge of SharePoint and SAP is a necessity.
- The following computer skills and knowledge of office software packages are essential: MS Word; PowerPoint; Excel; Outlook; MS Teams;
- Knowledge of an EDRM systems will be an added advantage.
- Organized and persistent, with drive and determination to achieve goals.
- Effective, versatile and action-oriented
Roles and Responsibilities
- Support the business in the implementation of the various information and records management disciplines (i.e. information and records classification, quality management, metadata management, records retention etc.)
- Compiling inventories of records received and maintained (in all formats – paper, electronic, graphic etc.)
- Classifies, indexes and stores all received business records according to the approved File Plan and the Records Procedure Manual
- Accurately store and maintain records in the Department's electronic records management system.
- Assist with the appraisal and disposition of records.
- Assist the Records Manager in the Retention and Disposal Schedules
- Assist in the implementation of the various file plans.
- Scans and imports physical records into the electronic records management system using correct metadata.
- Performs regular inspections of physical client correspondence records to ensure correct filling and condition of the records in line with approved procedures.
- Maintain an effective and up to date record of new client correspondence received.
- Attends to all queries and responds to requests for the retrieval of records from internal clients.
- Participation in any records management related initiatives or projects undertaken by the department.
Job Requirements
Essential Job Competencies
- Exceptional administrative, organising and planning skills.
- Ability to work independently and within a team.
- Ability to prioritise and work under pressure.
- Attention to detail.
- Strong interpersonal and communication skills.
- Sound knowledge of MS Office i.e. Word, Excel and PowerPoint
- Ensure confidentiality given the nature of the work
- Good ethics, integrity and high level of professionalism.
Job Reference: IDC00325
