Document Management Administrator

Key Outputs

• Establishes a system for processing incoming/outgoing correspondence established.
• Monitors and maintains franking machine.
• Procedures reviewed.
• Completion of Performance Appraisals.
• Training initiatives identified.
• Reports prepared and developed.
• Manuals completed and updated.
• Maintenance of Value Book.

Key Responsibility Areas:

Management/Administrative Responsibilities

• Provides leadership through example and sharing of knowledge/skills.
• Conducts performance evaluations, as required in accordance with PMAS guidelines.
• Assists with the development and delivery of training for staff in the section.
• Prepares reports, as requested.

Technical /Professional Responsibilities

• Examines and evaluates records management systems to develop new systems or improve existing methods for the efficient handling, protecting and disposing of official records and information.
• Assists with the review and documentation of records management policies and procedures.
• Works with the Information Governance Specialist to develop and maintain policies, plans, standards and procedures to control each type of applicable record, document and data item in conformance with established records management standards.
• Assists with the development of a Records Management and Disaster Prevention and Recovery Manual.
• Supervises the operations of the Central Registries.
• Evaluates findings and recommends changes or modifications in procedures, utilizing knowledge of functions of operating units, referencing systems and filing methods.
• Devises the development of databases and electronic systems in support of all records management functions and liaises with the Information Communication Technology Division in the design and control use of such systems.
• Establishes and maintains a system for processing incoming and outgoing documents/correspondences to and from relevant sections.
• Assists with the provision of information related to queries under the Access to Information Act.
• Liaises with the Post Office for the maintenance of franking machine.

Other Responsibilities

• Performs other related duties assigned from time to time by the Information Governance Specialist.

Performance Indicators

• Confidentiality is displayed in the conduct of duties
• Up-to-date and accurate records are maintained for incoming and outgoing correspondences.
• Ensures that outgoing correspondences are securely stored.
• Value book is properly maintained and all monies received is delivered to Cashier within the time specified.
• Manuals are developed and consistently updated.
• Reports are accurate and on time.
• Timeliness in deliverables according to established standards.
• Work of the Document Management Unit is carried out in accordance with established standards, principles and procedures.
• Staff members are motivated, effective and efficient.

Required Competencies

The post-holder will be able to demonstrate:

• Excellent interpersonal skills.
• Excellent planning and organising skills.
• Strong analytical and problem solving skills.
• Excellent knowledge of records management practices.
• Knowledge of information governance standards and practices.
• Able to exercise initiative at all times.
• Attention to detail and a high level of accuracy
• High level of technical expertise in relation to the components of an effective records management programme and information literacy skills.
• Ability to communicate at all levels.
• Competence in the use of relevant computer software.

Minimum required Education and Experience

• Bachelor of Science Degree in Library and Information Studies, Business Administration, Public Administration, Management Studies OR equivalent qualification.
• Training in Records Management or Information Governance would be a distinct asset.
• At least three (3) years’ experience in a records management environment.

We appreciate all responses but only short-listed applicants will be contacted.