Records Maintenance Coordinator X1

Records Maintenance Coordinator X1- job post
The Aurum Institute
40 reviews

Permanent
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Company
The Aurum Institute

Reference #
2022/03/29

Published

29/03/2022

Contract Type
Permanent

Salary
Market Related

Location
Parktown, Gauteng, South Africa


Introduction
Work Description
Responsible to support, assist and maintain paper records for all departments across Aurum to ensure that all paper records are accurately managed in accordance with all legislative requirements.


Job Functions
Coordinator


Industries
Ngo / Non-Profit


Specification
Technical Work Responsibilities
Record Management
General Administration
Customer Liaison
Human Capital Management

Duties
Site setups in respect to paper records.
Site closeouts in respect to paper records including scanning, shredding and archiving
Conduct regular site audits to ensure compliance in respect to the management and storage of paper records
Sorting of all Aurum records in the central paper records repository in preparation for offsite archiving
Ensure all paper records are managed and stored in accordance with the paper records management policy.
Provide advice, support, and applicable processes to all the departments for sorting of paper records.
Assist and coordinate the completion of inventory lists with retention schedules for long term archiving.
Coordinate and provide support for the management of storage of paper records across all Aurum sites.
Coordinate the receipt and management of all paper records that need to be sent to a central records management center.
Track/log all paper forms received at the central records management center in the in-house tracking/logging system.
Review paper records and arrange storage in accordance with Aurum SOP’s.
Respond to all internal queries from within the organization about paper record deliveries and schedules.
Supervise a Records Management Administrator and Records Management General Assistant
Train site operations filing clerks
Ensure that all paper documents are filed, stored and managed according to Aurums SOP’s.
Perform all administrative duties for the records management department which may include:
a.Managing records management supplies.
b.Handling records management stationery requests.
c.Meeting arrangements for records management team
d.Maintenance of records management centres to ensure health and safety protocols are met.
Complete daily time sheets to keep record of the work done and forward monthly statistics to line manager.
Liaise with all Internal Customers as necessary towards the achievement of organizational, departmental and project goals
Comply with all safety policies, practices and procedures according to prescribed procedures and legislation.
Report all unsafe activities to Senior Management/Human Resources
Adhere and maintain Decision making authority as allocated to the position.
Participate in proactive team efforts to achieve departmental and company goals.
Adheres to all records management SOP’s, guidelines and confidential agreements



Requirements
Education
High School diploma/Gr 12 (NQF Level 4)

Experience
At least 5- 10 years data or records management experience and/ or
At least 4-5 years administrative experience
Supervisory skills

Requirements
Advanced mathematical skills
Proficient computer skills
Proficient in MS office (Word; Excel and PowerPoint)
Excellent interpersonal skills
Mature and confident personal nature
Ability to work independently and in a team
Ability to prioritize tasks and handle multiple tasks simultaneously.
Overnight travel (up to 50%) by land or air to conduct site audits and to manage site setups and closeouts.
Driver’s license with minimum of one year’s driving experience.
Travel to support all Aurum sites is expected.

Please note:
Kindly provide current and relevant references for background checks
All appointments are subject to the preferred candidates obtaining the necessary security clearance, reference checking and competency assessment. We embrace employment equity and are committed to achievement of fair and equal representation of our workforce. Preference will be given to internal applicants and candidates from previously disadvantaged backgrounds.
Aurum welcomes applications from all persons with disabilities
Whilst all applications will be carefully considered, only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful. All interviewed applicants will receive feedback as part of our continued drive towards people development.


Job Closing Date
04/04/2022

Job ID : , #2339, 4 views,

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