Records and Document Manager

SUMMARY:
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POSITION INFO:

Position description:

Reporting directly to the Executive Manager: Corporate Services, the Records and Document Manager will be responsible for planning, developing policies and procedures, and implementing file plan and the Records and Information Management Program as well as developing and maintaining the Records Retention Schedule, disposal strategy, and providing training and consultative services to the company''s staff. 

Key duties and responsibilities:

The Key Performance Areas will encompass:

- Develop, publish and implement policies, procedures, standards, schedules, plans and guidelines for proper inventory, identification, classification, organisation, storage, protection, retention, preservation and disposal of records based on Generally Acceptable Records Management Principles (GARP) in consultation with Provincial Archives.

- Provide strategic leadership and direction to the Business Units and develop electronic records as the need arises with supporting data classification for departments in alignment with the File Plan requirements.

- Implement improvements to records management practices, process redesign, policies and procedures for the organisation, and translate strategies into operational plans.

- Create a conducive team-oriented work environment; coordinate effective training sessions for staff to enhance capacity building.

- Manage performance of direct reports in respect of registry services, deliveries, postal services in accordance with the organisation’s performance management policy and procedures,

- Conduct change management to promote records management awareness, risk compliance, expedite communication through appropriate structures/systems to establish, and maintain effective working relationships with internal and external customers.

- Collaborate with internal and external stakeholders to ensure compliance with the established and emerging legal framework and regulations regarding paper/electronic records storage, maintenance, and final disposal.

- Liaise with key stakeholders to ensure implementation of records management system and establish retention schedules, destruction methods, and transfer of materials where appropriate with reference to data protection.

- Participate in management forums within the organisation, contributing expertise to enable sound decision making, monitoring of contractual service agreements and performance standards.

- Conduct records and document management audits, furnishes litigation support related to discovery/document production; and responds to audit findings.

- Monitor adherence to the Provincial and National Archives Act, manage implementation, compliance with administrative prescripts of records and archiving policy and legal provision.

- Manage maintenance of records management system, and protect the integrity, authenticity, and confidentiality of records in accordance with established procedures

Minimum requirements:

- NQF 8 / Honours Degree in Business Administration or equivalent qualification in Records Management/Archival Studies/Knowledge Management/Information Science

- 5 years’ experience in records management environment, of which three years in management position.

- Sound knowledge and in-depth understanding of the Electronic Records Management system, the National/Provincial Archives legislations, knowledge of current legislative requirements.

- In-depth knowledge of Public Finance Management Act (PFMA), The Promotion of Administrative Justice Act (PAJA), The Electronic Communications and Transactions Act, The National Archives and Records Service of South Africa Act (NARSSA), PAIA, CRM, Change Management, Legal framework, IT/Technology, and any other relevant legislation.

Technical Skills / Competencies:

- Excellent communication skills, both written and verbal

- Excellent report writing skills.

- Strong leadership and networking skills.

- Analytical and methodical in approach to challenges and projects.

- Excellent judge of character

- Motivated and results driven.

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