Aurum Institute Data / Record Management Jobs in Gauteng
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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.
Specification
- Technical Work Responsibilities
- Record Management
- General Administration
- Customer Liaison
- Human Capital Management
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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 application 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 timesheets to keep a 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
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Requirements
Education
- High School diploma/Gr 12 (NQF Level 4)
Experience
- At least 5- 10 years of data or records management experience and/ or
- At least 4-5 years of 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.
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