Document & Records Administrator - Temporary Position

SUMMARY:
Document & Records Administrator - Temporary Position

POSITION INFO:

Job Title: Document & Records Administrator - Temporary 

Reporting Line: Manager: Document and Records Management

Employment Type: Temporary Position

We are seeking a Document & Records Administrator for a temporary position based in Cape Town. The successful candidate must currently reside in Cape Town and be available to commence duties immediately.

Main Purpose of Job:

To assist in ensuring an enterprise-wide records and document management system is effectively implemented with the capability to ensure the effective storage and retrieval of documents across the national client structure.

• To ensure that all records are stored and accessible with supporting information is available (relating to the record keeping and records management practices of the client).
• Listing, correct filing, arrange and retrieval of records.
• Collection of documents in boxes from various offices to the scanning area.
• To assist with the scanning, uploading and indexing of records to the IMIS system administratively.
• Give guidance on the management of records as per the approved HDA governance documents.
• Ensure that the storages meet the standards, control and register the incoming and outgoing of records in departments.
• To ensure compliance with relevant legislation.
• To preserve corporate memory and heritage.
• To assist on the appraisal of records that are due for disposal.

Key Responsibility Areas:

EDRMS Maintenance and Implementation

• Verify the accuracy and integrity of the scanned document and records on the system.
• Support the effective management of HDA’s records from creation to disposal.
• Improve HDA efficiency and ensuring the preservation of archives.
• Assist on scanning and indexing of records.
• Assist on protecting records against unauthorized access and alteration.

Document storage

• Ensure that the storage of records conforms to the legal requirements.
• Assist on controlling the movement of records.
• Analyse and report on storage maintenance.

Document management process implementation

• Assist with the dentification of document content types, controls and workflow.
  
• Assist with the planning of the organization of documents.
• Assist with the planning the movement of records between locations (physical files).
• Assist on ensuring that processes are developed as per approved policies.
• Assist on ensuring an effective archiving structures.
• Assist on ensuring that the documents stored can be retrieved.
• Assist on coordination of off-site archiving and retrieval of documents, and interacting directly with off-site storage vendors.
• Ensure effective indexing and tracking of documents for complex business, legal and regulatory purposes.

Administrative responsibilities

• Respond to daily requests for information.
• Assist with the retrieval and tracking of files.
• Manage information, in term of:
• Where it is located
• Manage access controls
• Ensure security thereof
• Provide an advisory service to end users
• Standardisation of processes / systems within the company

Qualifications & Experience

• Matric/Grade 12
• Computer skills
• (1) year experience in Records and Archives Administration
• Knowledge in the management of records and its legislative frameworks governing the management of records in South Africa and Electronics Document and Records Management System.

If you meet the above requirements, and have the relevant experience, please apply by submitting your CV.