Records Administrative Officer

Synopsis

The Records Administrative Officer is responsible for performing day-to-day records administration functions, including the receipt, classification, indexing, storage, retrieval, maintenance and disposal support of organisational records in accordance with approved records management policies, procedures, file plans and retention requirements. The role supports the effective management of records throughout their life cycle by ensuring records are accurate, accessible, properly maintained and securely managed across physical and electronic formats.

The incumbent also supports records and information management initiatives, including the implementation and integration of information management practices, to improve compliance, operational efficiency and reliable decision-making within the Organisation.

Qualification and Experience

• Matric
• Relevant post-matric administrative qualification (Diploma)
• 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

• 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: IDC00775