Manager : Records & Document

2 weeks ago

Johannesburg, South Africa Transnet Full time

**_ Equity Statement :Preference will be given to suitably qualified Applicants who are members of the_**
**_designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating_**
**_Division._**

**_ Alternative Application Methods: (Completed Curriculum Vitae to be submitted)_**

Post:
E-mail:
Fax:
before the closing date of the advertisement.

Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your

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**_ Operating Division : Transnet Property_**

**_ Position Title : Manager: Records & Document Management_**

**_ Employee Group : Permanent_**

**_ Department : Legal Services_**

**_ Location : Johannesburg_**

**_ Reporting To : Divisional Company Secretary_**

**_ Grade Level : F_**

**_ Reference Number : 80000629_**

**_ Position Purpose:_**

The prospective incumbent will ensure full statutory compliance to record management related legislation and develop

internal controls, and appropriate policy and procedures, they will provide pro-active leadership, oversight, guidance, and

advisory support across the TP Division on all aspects of records and document management, function specific policies,

ethics and good governance regarding record management as well as liaise with IT in overseeing and managing the

implementation of effective IT systems to ensure a high standard of TP Division record and document storing governance

**_ Position outputs:_**

Assist in developing and maintaining an effective and secure records management system (e-filing and paper-based filling

system) designed to ensure that record keeping practices meet the TP Division objectives.
- Provide oversight over the maintenance of all records in the TP Division through effective and efficient records management

system to ensure safe record keeping and provide an accessible resource hub for the Division to:

- Manage information and ensure that the TP Division complies with legal, statutory, accountability and best practice

requirements
- Identify vital records, develop, and implement Business Continuity and Disaster Recovery Plans to ensure safe custody,

protection, and preservation of all vital records
- Research, design, review and maintain records and document retention schedules and plans
- Maintain a register of all information requests in line with POPIA, Records Management Policy and the Retention Schedule
- Maintain a Register of classified information across the TP Division in line with the Information Classification Policy.
- Assist in the continuous review of record keeping system and make recommendations for required changes so that the

system is aligned to the changing needs of the Division and its users (Regularly review and when required update the filing
- systems to ensure that they remain relevant and effective).
- Manage the disposal and safe custody of Divisional information stored on the Corporate/Division server.
- Ensure records are filed according to the approved file plan, which provides for quick and efficient retrieval of information

and facilitate the implementation of authorised disposal and retention.
- Ensure accessibility, confidentiality, integrity and safe custody of Divisional correspondence and statutory records.
- Ensure that all users are aware of how information and documentation is stored and managed within the Division and
- always maintained.
- Develop information requirements gathering procedures and conduct interviews with users to better understand information

needs.
- Participate in the planning of all new electronic systems to ensure that record management requirements are considered.
- Run the Departmental record registry by creating paper and electronic folders, filing, and retrieving information in

accordance with best practice records management procedures so that information needed can be quickly and easily
- accessed.
- Manage, assist and liaise with the TP Departmental Document Controllers/ Administrators and SharePoint Site

Administrator and or other record management systems to:

- Manage the physical and digital record management System and or
- Support the end user with all SharePoint record management issues.
- Enhance SharePoint Record Management functionality with the develop, configure and maintain document libraries.
- Ensure that information can be identified and retrieved when required by providing well-structured records classification

systems and record keeping systems.
- Monitor compliance and implement audit recommendations regarding record management
- Review, analyze and comment on documentation from Regulatory and Governance perspective.
- Assist, liaise and co-ordinate with Group Record Managers and other Divisional Record Managers.

**_ Qualifications & Experience:_**
- National Diploma in Records and Document Management Practices or simil

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