Records Management Coordinator
Listing reference: nef_000067
Listing status: Closed
Apply by: 9 July 2024
Position summary
Industry: Financial Services
Job category: Admin, Office Support and Services
Location: Sandton
Contract: Permanent
Remuneration: Market Related
EE position: Yes
Introduction
We are hiring a Records Management Coordinator to join the Secretariat team. On this role, you will be responsible for supporting the execution and integration of Digital Records Management System in ensuring that records and documents produced by various units of the NEF are securely stored. Additionally, facilitate the disposal of outdated or redundant information systematically following the correct disposal process. Lastly, maintain proper corporate governance and ensure that the sub-committees comply accordingly.
Job description
- Ensure that records management is an objective in the body’s strategy and strategic plan.
- Determine the current record keeping and records management state and ensure that relevant information is available regarding the record keeping and records management practices of the body.
- Be responsible for records management inspections against the legal requirements and Records Management Plan and Policy.
- Ensure that information contained in records is managed effectively throughout the office by drafting and implementing a records management policy.
- Ensure that the records management staff or champions understand their responsibilities and acquire the necessary skills to manage records effectively.
- Ensure that information can be identified and retrieved when required by providing well-structured records classification systems and record keeping systems.
- Develop Brochures, posters/ leaflets on good records management practices.
- Ensure that all records are kept in safe custody.
- Assist in the implementation of the various filing methods.
- Ensure that there is a systematic disposal programme in place.
- Ensure that all micrographic projects are managed according to the requirements of the National Archives and Records Service and good governance.
- Develop and implement disposal Guidelines and help with the appraisal and disposition of records.
- Manage audio-visual records according to the requirements of the National Archives and Records Service and good governance.
- Conduct Records Management assessments to ensure that records storage facilities satisfy the legal requirements and storage standards.
- Manage all electronic records according to the requirements of the National Archives and Records Service and good governance.
- Ensure that there are evaluation criterias in place to monitor compliance with sound records management practices.
Formulate and produce Portfolio Management Committee (PMC), Compliance Committee (CC), Impairment Committee (IC), IST Steering Committee (IST) meeting agendas and packs in consultation with the relevant Executives / Chairpersons
- Structured manageable agenda prepared in advance of a meeting and submitted to the requisite Chairperson/Executive in 5 working days prior to the meeting;
- Preparatory meetings/pre-meeting interactions with Committee Chairpersons; and ensures that the agenda for the meeting is adopted.
Coordinate, prepare for and attend meetings
- Ensure that meetings are coordinated according to the adopted annual board plan;
- Facilitate that the logistics regarding the meeting are adhered to, e.g., venue booking and confirmation, dates and catering arrangements;
- Confirm quorum with the chairperson prior the meeting;
- Ensure that the meeting packs get delivered within 3 – 7 working days prior to a meeting;
- Coordinate that all IT related tools of trade are fully functional in the booked venue, prior to the meeting.
Drafter and custodian of minutes for the Portfolio Management Committee (PMC), Compliance Committee (CC), Impairment Committee (IC), IST Steering Committee (IST) meetings
- Drafter and custodian of minutes for assigned committees and complete minute backlog;
- Produce concise minutes that are a true and accurate reflection of the meeting within 3 – 7 working of a meeting, first draft submitted to the Chairperson;
- Adopted minutes for all meeting, corrections are done and submitted within one day after the meeting;
- Ensure matters arising are properly drafted for follow up with relevant executives with 3 – 8 working days.
Monitor and ensure that compliance with good governance practice is maintained
- Ensure that meetings are conducted effectively and efficiently as per the procedure;
- Review committee charters on annual basis;
- Research and develop policies and procedures to support the Group Company Secretary in line with best corporate governance practice.
Minimum requirements
Qualification Requirements
- Bachelor’s degree in Information Management or Records Management or relevant qualification;
- Relevant Postgraduate qualification will be an added advantage.
Experience / Skills Required
- Preferably 2 to 5 years relevant working experience within a records management environment.
- Knowledge of SharePoint is a necessity.
- Strong computer skills and knowledge of MS Word; PowerPoint; Excel; Outlook; MS Teams;
- Knowledge of Records Management systems will be an added advantage.
Personal Attributes/Behaviours/Attitudes
- Professionalism
- Results Driven
- Administrative competence and knowledge of appropriate laws and regulations
- Good communications skills
- Flexibility
- Diligent work ethic
- Interpersonal and Analytical Skills
- Research and organizational skills
- Strong information Management skills
- Computer literacy
- Effective versatile and action-oriented