Officer: Documents and Records Pretoria Admin and Office ManagementPretoria - GautengDocuments and Records Officer Pretoria 6 Months Contract Salary: Market relatedMinimum RequirementsDegree in information/Records ManagementAt least a minimum of 4 years in records managementProven knowledge and experience in Document and Records ManagementRelevant and current best practices in records management and information management.A valid Code 08 driver's license and own vehicle.ResponsibilitiesTo ensure that records management is an objective in the company's 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 is creating records that adequately document their activities. There is a 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 quick and efficient retrieval and facilitate the implementation of authorized disposal and retention.To ensure that information contained in documents and records is managed effectively throughout the office by reviewing and implementing the records management policy:Analyze the organization's functions and the environment in which they take place. Analyze 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 of all staff are set out in performance agreements. Draw up a records management training program for all staff. Ensure that all induction training programs include awareness sessions on records management practices as well as training in the allocation of file reference numbers according to the 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 filing them manually and electronically.Personal AttributesAbility 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.Should you not hear from us within 14 days, please consider your application unsuccessful.Apply for this Job
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