Officer: Documents and Records Pretoria Admin and Office Management Pretoria - Gauteng Documents and Records Officer Pretoria 6 Months Contract Salary: Market related Minimum Requirements: Degree in information/Records Management At least a minimum 4 years in records management Proven knowledge and experience in Document and Records Management Relevant and current best practices in records management, records management and information management.
A valid Code 08 drivers license and own vehicle.
Responsibilities: To ensure that records management is an objective in the companys strategic plan: Ensure that good record keeping, and good record management are added to the broader information management strategy and strategic plan.
Relate good record keeping and good record management practices to the objectives of the office.
To determine what the current record management situation is and to ensure that relevant information is available regarding the record keeping and record management practices of the body: Conduct an audit of record keeping and records management practices against the legal requirements to determine if: The business directorate of the office are creating records that adequately document their activities.
There is records management policy in place.
All the electronic documents are linked with the appropriate metadata that describes them and provides for their structure and context.
Records are filed in classification systems which provide the quick and efficient retrieval and facilitate the implementation of authorised disposal and retention To ensure that information contained in document and records is managed effectively throughout the office by reviewing implementing the records management policy: Analyse the organisations functions and the environment in which they take place.
Analyse the records generated during the conduct of business.
Secure the approval of the policy from senior management.
Publish the policy to all staff.
Ensure the necessary supportive procedures are in place to achieve the aims of the policy Ensure that the records management staff understand their responsibilities and acquire the necessary skills to manage records effectively: Establish a competency framework to identify the skills and knowledge required by all staff.
Ensure that the records management responsibilities all staff are set out in performance agreements.
Draw up a records management training programme for all staff.
Ensure that all induction training programme include awareness sessions on records management practices as well as training in the allocation of file reference numbers according to file plan for both paper-based and electronic records Generic Support: Assist in collecting documents from offices, scanning, indexing, collecting and registering mail and allocating reference numbers as per the file plan and file them manually and electronically Personal Attributes: Ability to operate in a multidisciplinary environment.
Understanding of the South African Local Government environment.
Maintain standards, best practices, or system usage procedures Records management principles.
Information Centre management principles.
General administration.
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