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Records & Administration Manager
1 month ago
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KEY PERFORMANCE AREAS:
- Records Management: Serves as custodian of JCPZ records Maintains all public records of the organisation, including resolutions, minutes, recorded documents and contracts Develop, implement and review records management policies and procedures, ensuring compliance with the National Archiving Act Develop long-term plans for electronic records management, including standards and guidelines, based on organisational goals Implements continuous improvement programs aimed at enhancing recordkeeping practice across the organization Liaise with the organisation to ensure that there is proper management of records Perform site visits where required to assist in the record management process. Review current records management service provision for physical records and recommend how these could be developed Develop and implement records management training for staff including initial training sessions for all staff in the new records management system and regular follow up sessions to ensure staff remain aware of, and up- to date with, developments.
- Electronic Document Records Management System: Serves as custodian of JCPZ records. Maintains all public records of the organisation, including resolutions, minutes, recorded documents and contracts. Develop, implement and review records management policies and procedures, ensuring compliance with the National Archiving Act Develop long-term plans for electronic records management, including standards and guidelines, based on organisational goals. Implements continuous improvement programs aimed at enhancing recordkeeping practice across the organisation. Liaise with the organisation to ensure that there is proper management of records. Perform site visits where required to assist in the record management process. Review current records management service provision for physical records and recommend how these could be developed .Develop and implement records management training for staff including initial training sessions for all staff in the new records management system and regular follow up sessions to ensure staff remain aware of, and up- to date with, developments .Ensure Electronic records are properly managed if they are to be retained and used as evidence. This implies that an official EDRMS system is implemented and that records are stored in this system. Implement the EDRMS system to be compliant to National and Provincial Archives requirements. Ensure the necessary infrastructure (policies, procedures and other instruments) supporting the EDRMS are in place. Coordinate the implementation of POPI Act processes within JCPZ. Works with the Legal Department to evaluate and create strategies for complying with the POPI Act as well as any established and emerging regulations regarding information and records storage and maintenance. Responds to requests from the public and from within the organisation for information and records in accordance with the POPI Act.
- Administration: Provide a wide range of office management and support to the organisation, including reception services, boardroom bookings, and office allocations. Responsible for day-to-day head office facilities operations, including maintenance and alteration of office areas and equipment, purchasing kitchen and bathroom supplies, office supplies, furniture, office equipment, etc. Management of all travel arrangements that include travelling (Air, Road).Confirmation of availability plus convey tentative itinerary to respective traveller for approval. Confirmation of reservations and distribution of tickets along with confirmations to traveller. Managing and implementing every aspect of travel arrangements for company officials. Confirmation of lodging reservations for travellers. Maintain and ensure appropriate approvals are attained. Resolve all organisation travel - related technical conflicts. Communicating with Travel Agencies to verify travel details and arrange reservations using existing flight schedules. Ensure that approved travel motivations are submitted to arrange travelling arrangements. Facilitate subsistence allowance for staff travelling local and international. Inform travel agents on booking changes, challenges etc. Assist with passport and Visa requirements.24 hours on standby with international travelling to assist travellers on challenges they might come across. Arrange Insurance for all international travellers. Compile comprehensive reports on all international travelling undertaken. Managing travelling budget. Procurement of stationery, Refreshments, cleaning material and consumables items. Coordination Conferencing/Workshops, logistics for EXCO and Board Plan and supervise the arrangements of conferencing workshops .Supervise room arrangement, making sure that all set- ups, meet Presentation specifics Ensure catering and audio-visual devices are arranged according to the presentation specifics. Obtain client feedback and make appropriate changes where needed. Submit invoices for catering, equipment, and other amenities to clients. Resolve booking conflicts in a timely and accurate fashion. Escalate complex booking issues to Managers for immediate resolutions. Ensure that meeting rooms are set-up with requested amenities and AV devices.
- Manage risk: Provide direction and leadership to subordinates Oversee and monitor work attendance and manage leave. Manage performance by conducting performance regular reviews as determined by the company. Provide professional development through formal training and mentoring. Handle grievance and manage disciplinary issues.
MINIMUM JOB REQUIREMENTS:
- An appropriate Bachelor’s degree/Advanced National Diploma in Archives and Records Management (NQF Level 7) or relevant qualification.
- 5 years’ experience in revenue management
- A minimum of 3 years of relevant experience in Management level. Relevant experience in archives and records management field. Practical knowledge of government policies on archives and records management. Good interpersonal and communications skills. Ability to work independently and as part of a team.
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