Document and Record Administrator

Job Description KEY PERFORMANCE AREAS (KPAS) KPA 1: Digitising, archiving and retrieval of records KPI 1.1. Classify, code, cross-reference, log and store records.

1.2. Maintain indexes for classification systems.

1.3. Operate information retrieval systems and respond to requests for records.

1.4. Review files periodically to ensure they are complete and correctly classified.

1.5. Label files according to retention and disposal schedules and prepare files for disposal.

1.6. Receive paper-based records from the individual sites within SANBS.

1.7. Review and ensure the information is captured on the archiving documentation.

1.8. Verify that the information completed on the archiving documentation is the same as the records in the box.

1.9. Sort records into batches for digitisation.

1.10. Digitise the records daily, meeting the SLA turnaround times.

1.11. Sort and pack the archiving boxes.

1.12. Capture the records metadata information into the electronic management system.

1.13. Capture the retention periods as per the retention schedule.

1.14. Store records in the dedicated storage area until 30 boxes are collected.

1.15. Process information as required on the archiving electronic system.

1.16. Transfer the archiving information on the SANBS records management system.

1.17. Retrieve documentation required by work areas.

KPA 2: Manage the records management system KPI 2.1. Capture all digitised records in the records management system.

2.2. Quality assurance checks on digitised records.

2.3. Manage the metadata input and integrity.

2.4. Ensure the retention schedule is adhered to.

2.5. Ensure the archiving destination is recorded against the electronic records file.

2.6. Manage and check the file plan is maintained.

2.7. Ensure retrieval of documentation within turnaround times.

KPA 3: Liaise with internal and external stakeholders KPI 3.1. Manage and coordinate the requests from internal and external sources.

3.2. Manage and coordinate sending boxes to archiving service providers.

3.3. Participate in stakeholder meetings.

3.4. Ensure the destruction of the hard copy records is completed.

3.5. File proof of destruction certificates for legal cases.

3.6. Support financial audits with retrievals of debtor-barcoded records.

3.7. Send out customer surveys.

3.8. Monitor and check monthly stock levels and order replenishment stock timeously.

3.9. Log notifications and liaise with quality business partners.

3.10. Educate stakeholders on discrepancies/issues through quality circles meetings.

KPA 4: Administrative duties KPI 4.1. Maintain access lists for security classified records.

4.2. Compile statistics and reports on activities within records services.

4.3. Extract exception reporting for the EIM system and correct.

4.4. Liaise with line management on destruction of record anomalies.

4.5. Compile and submit monthly reports to the documents and records manager.

4.6. Maintain a personal development plan that leads to excellence.

KPA 5: Document quality assurance KPI 5.1. Collaborate and maintain documents for the document and records team.

5.2. Perform quality assurance duties on documents generated by different departments:

5.2.1. Check documents (A01-A09) that are generated and make changes according to the guidelines for documents.

5.2.2. Liaise with work areas on grammar and formatting issues on documents and support document authors on SAP DMS queries.

5.3. Distribute documents in SAP DMS to existing / new staff.

5.4. Follow up on the various status of documents on DMS.

5.5. Substitute for the approval of procedures and information documentation.

5.6. Perform user testing on the test and production clients when necessary.

5.7. Complete the user testing packs and get them approved.

5.8. Action error documents. Log the change required on the helpdesk and load into SAP DMS.

Competencies Cognitive

• Analytical Thinking and Attention to Detail
• Problem-Solving
• Planning, Organising and Monitoring
• Ability to prioritise

Personal

• Ethical Behaviour
• Excellence Orientation
• Resilience and Stress Management
• Self- Management

Interpersonal

• Customer Service Orientation
• Knowledge Sharing
• Teamwork
• Relationship Building
• Communication Skills
• Conflict Management

Prof. technical

• Systems Competence
• Legislative Literacy
• Computer Literacy
• SAP Skills
• QC and Audit
• Technical and Professional Competence

Leadership

• Practical Execution Management

Minimum Requirements Education

• Diploma/Degree

Experience And Knowledge Requirements

• 1 year experience in a similar role
• Intermediate MS Office.

Other (knowledge And Skills)

• Enterprise Information Management (EIM).
• SAP Document Management System (DMS)
• ISO standards
• SANAS
• Retention periods
• POPI