Manager: Records and Information Management

3 weeks ago

Centurion, South Africa Land Bank Careers Full time

**Job Advert Summary**:
The Land and Agricultural Development Bank of South Africa (Land Bank) is South Africa’s only specialist agricultural bank established in 1912, the bank’s sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.

**MAIN PURPOSE **OF THE JOB**

To provide end to end Records and Information Management services for the Bank. The role entails, developing and implementing the records and information management strategy; coordinating all activities within the Land Bank relating to records and information management through their life cycle; communication and implementation of policies, systems and procedures for efficient and effective information and records management; and stakeholder management.

**Key Performance Areas**:
**1. Plan and review the records and Information management strategy and function for the Bank**
- Plan and organise the Records Management Function for the Bank
- Plans, organizes, directs, reviews, coordinates, and establishes controls for all Bank’s records activities.
- Design, establish and maintain a five year records and information management strategy aligned to the Corporate vision
- Serve as the Land Bank’s technical expert on Bank-wide electronic and non-electronic records management issues.
- Design, implement and administer specialized records management systems
- Managing the preservation of records with corporate memory and heritage
- Identify, organize and control information
- Develop, review and implement approved policies, procedures and systems
- Perform periodic review and update of policies, procedures and systems to ensure they support the goals of Business Unit and strategies of Land Bank
- Provide a Policy framework to guide staff in the management of their records and use of the Bank’s records systems
- Ensure compliance with relevant legislation and regulations
- Implement and enforce records retention policies and procedures.

**3. Electronic Records**
- Managing the changeover from paper to electronic records management systems.
- Overseeing the management of electronic information and consults with the IT to assure that records management technology in use is consistent with Land Bank’s enterprise architecture.

**4. Manage Operations**
- Manage the Records Management Department.
- Allocate the correct resources to the work and resolving problems which have been escalated.
- Hire and train records amanagement staff and champions
- Ensures that Land Bank personnel are knowledgeable and kept current about records management principles and requirements, and that they receive records management training appropriate to their needs.

**5. Maintain stakeholder relationships**
- Facilitates communications among these offices in matters relating to records/information assets and the management of risks to those assets.
- Establish and maintain co-operation with internal stakeholders to ensure effective implementation of records management within the organisation.
- Manage the communication of the Records Management strategy, policies, systems and processes throughout the organisation to enhance implementation.

**6. Archiving, Auditing, Disposal of records**
- Draw up the yearly audit/ inspection plan & timelines
- Ensure adherences and target dates are met
- Check compliance & take corrective actions
- Escalete no adherence to Excutive Legal
- Provide litigation and investigation support for all divisions and subsidiaries for assigned business units.
- Manage project’s risk register to ensure all controls are addressed effectively

**7. Departmental and People Management**

**Performance Management**
- Analyse the business plan to determine the applicable deliverables and targets
- Conduct performance planning session and Track and monitor performance in accordance with performance contracts
- Conduct performance reviews in accordance with policies and procedures and take corrective actions where necessary

**Capacity Planning**
- Determine the human capital requirements, in accordance with the expected deliverables

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