Senior Specialist: Records Management

4 days ago

Centurion, South Africa Secondments Recruitment Full time

**Job Advert Summary**:
To effectively and efficiently administer from creation through to use, storage, reuse, and disposition (destruction and/or archiving), all the recorded information and in-process records of the company, regardless of medium or characteristics. To develop and manage a company wide Records Management programme designed to ensure record keeping and records management practices effectively meet the institutions objectives and to ensure that records management practices of company comply with the legislative requirements, standards, and international best practices. To develop high-quality records management systems for the company and to develop and promote improved records management practice across the whole organization.

**Minimum Requirements**:
Preferred Minimum Education and Experience

Bachelor’s degree with relevant specialization in information and Library Sciences/ Archives and Records Management

5 years records and document administration or management experience, preferably within a Public Institution.

5 years’ experience in working with and/or implementing and managing an electronic documents and records management system.

5-7 years’ experience at management level

Critical Competencies

Legislation

Policy and Procedures

Business Acumen

Business Process and Performance Management Principles

Risk Management

Database development and management

Financial Principles

Additional Requirements

Extended hours as and when required

**Duties and Responsibilities**:
Key Performance Areas

1. Plan and review the records and Information management strategy and function for the company

Design, implement and administer specialized records management systems.

Develop and implement a records storage plan, which includes the short
- and long-term housing.

Identify and advise on records due for disposal.

Facilitate the Integration of records management into business systems and processes.

Managing the preservation of records with corporate memory and heritage

Identify, organize, and control information.

Establish staff capacity building around utilization of information.

Develop an information audit questionnaire / approach methodology.

Recommend corrective actions for non-compliance.

Maintain continuous monitoring & evaluation.

Develop records management training manual for new and existing staff.

Conduct information & Security awareness training

Develop the Records Management Strategy

Records Management policy (paper & electronic), sensitivity classification policy, Security classification policy.

The records classification system and associated procedures include guidance on referencing, titling, indexing and access restriction.

Records management procedure and guidelines are established, properly implemented, and efficiently maintained.

Covers all records generated by the institution (including e -mail and other electronic records systems).

Meets all legal requirements.

Meets the institutional mandate, mission, and objectives.

Addresses the needs of all users.

Addresses security classification procedure as prescribed by the security classification policy.

3. Integrated Document Management System

Implement an integrated document management system with appropriate records management and tracking functionality within the parameters of ECM tender 398, National Archives and Records Services requirements and Electronic Communications and Transactions Act.

All electronic documents are linked to the appropriate metadata that describes them and provides for their structure and context.

4. Classification (File Plan)

Evaluate the existing records classification systems.

Identify, implement, and maintain records classification systems approved by the National Archivist for that purpose.

Ensure that all records are stored and filed in a systematic and orderly fashion.

Maintain and update the master copy of the file plan.

Manage the overall use of the file plan.

5. Treatment & Physical Care

Identify and implement best practice in relation to the physical care and treatment of records in all formats.

6. Storage and Filing Systems

Evaluate existing storage and filing conditions/environment of records.

Identify best medium and systems for the storage and filing of records.

Ensure that identified best medium and filing systems are employed for the storage and filing of records adequate storage accommodation are provided for the records.

7. Access Control, Maintenance & Retention

To ensure that there is a systematic records retention and disposal programme in place.

Develop and continually update a legal and operational records retention schedule for the institution.

Ensure that records are only destroyed in terms of the retention schedule.

Ensure that certificates of destruction are issued for all destroyed records.

Ensure that non-archival records due for destruction are destroyed at least once a year.

Ensure that no archival records are destroye

  • Senior Specialist Records Management

    3 days ago

    Centurion, South Africa Six Sense Full time

    Gauteng, Centurion - Annually Cost To Company (Market related) A well-established business is seeking to appoint a Senior Specialist Records Management To effectively and efficiently administer from creation through to use, storage, reuse, and disposition (destruction and/or archiving), all the recorded information and in-process records, regardless of...

  • Senior Specialist: Records Management

    4 days 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...

  • Exchange Control Compliance Specialist

    1 week ago

    Centurion, South Africa Risk Management Full time

    **Introduction** Through our client-facing brands Metropolitan and Momentum, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations. **Role Purpose** The Exchange Control...

  • Senior Specialist: Change Management

    2 weeks ago

    Centurion, South Africa BCXP Full time

    Structure, Grade & Reporting Job grade/level S4 Business Unit Human Resources Position reports to Senior Manager: Change Management Span of Control 5-8 Core Description The Senior Specialist is a key team player within the Change Management function and will be the thought-leader in contributing to Change Management capability at BCX. The Senior Specialist...

  • Compliance Specialist

    1 week ago

    Centurion, South Africa Bidvest Facilities Management Full time

    **ROLE PURPOSE** The responsibilities of Compliance Specialists in Bidvest Facilities Management can be summarized as follows: a) To ensure that the required Health, Safety, Environmental and Quality client submissions in line with contractual obligations are met. b) Ensure that contractors are vetted timeously according to standards. c) Support any other...

  • Pricing Specialist Manager

    1 day ago

    Centurion, Gauteng, South Africa Bidvest Facilities Management Full time

    About the RoleWe are seeking a skilled Pricing Specialist to join our team. The successful candidate will have expertise in financial modelling, data analysis, and commercial contract management. This is an exciting opportunity to work with a dynamic team and contribute to the growth of our business.Key Responsibilities:Develop and maintain pricing models to...

  • Administrator Records

    2 days 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...

  • Senior Recruitment Specialist

    2 days ago

    Centurion, South Africa SydSen Recruit Full time

    Gauteng, Centurion - Negotiable - Negotiable Monthly Basic Plus Commission (Market related) Senior Recruitment Specialist - Centurion - Gauteng An exciting opportunity is available for a experienced and strong **Responsibilities**: A senior recruiter typically has a wide range of responsibilities, which can include: - Working with internal staff members...

  • Administrator Records

    15 hours ago

    Centurion, South Africa Fempower Personnel Full time

    Gauteng , Centurion (Market related) Our prestigious client in the Financial Public Sector, has an EE opportunity available for a Administrator Records and Information in the Centurion area. This will be a fixed-term contract position for 12 months. **Education and Experience Requirements**: - Relevant degree / qualification/s in Records Management or...

  • Senior Specialist: Change and Project Management

    3 days ago

    Centurion, South Africa Six Sense Full time

    Gauteng, Centurion A well-established business is seeking to appoint a Senior Specialist: Change and Project Management To manage and facilitate all change management initiatives and ensure projects meet objectives on time and on budget by increasing employee adoption and usage within operational initiatives, projects, and facilitate and foster a...

  • Compliance Specialist

    6 days ago

    Centurion, South Africa Bidvest Facilities Management Full time

    **ROLE PURPOSE** The responsibilities of Compliance Specialists in Bidvest Facilities Management can be summarized as follows: a) To ensure that the required Health, Safety, Environmental and Quality client submissions in line with contractual obligations are met. b) Ensure that contractors are vetted timeously according to standards. c) Support any other...

  • Senior Specialist: Supply Chain Management

    2 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...

  • Senior Specialist: Supply Chain Management

    2 days ago

    Centurion, South Africa Secondments Recruitment Full time

    **Job Advert Summary**: To procure goods and services in a fair, equitable, transparent, competitive and cost-effective manner in line with the Bank’s Procurement Policies and Procedures and relevant legislation, The company provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews...

  • Senior Technical Specialist

    7 days ago

    Centurion, South Africa SET IT Recruitment Full time

    Looking for a Senior Technical Specialist - SAP to join the Finance, Treasury and IT Team at a well-established financial services provider.

  • Senior Project Finance Specialist

    1 week ago

    Centurion, South Africa DBSA Full time

    The Senior Project Finance Specialist role is a project finance function located within the Independent Power Producer Office (IPPO). The IPPO was established in 2010 to provide rapid solutions to South Africa’s severe electricity supply constraints, by procuring new energy generation capacity from Independent Power Producers (IPPs). The IPPO was created...

  • Senior Financial Support Specialist

    24 hours ago

    Centurion, Gauteng, South Africa Omega Human Capital Full time

    Job OverviewWe are seeking a highly skilled and organized Senior Financial Support Specialist to join our team at Omega Human Capital.

  • Senior Business Solutions Specialist

    1 day ago

    Centurion, Gauteng, South Africa Boxfusion Full time

    About the JobThis Senior Business Solutions Specialist position at Boxfusion involves taking on a more strategic and leadership-oriented role within the business analysis field.Key Responsibilities:Strategic planning and analysis: Contribute to strategic planning by aligning business objectives with technology solutions.Requirements management and analysis:...

  • Senior Product Specialist

    3 days ago

    Centurion, South Africa Mass Staffing Projects Full time

    **Job Information** - Location- Recruitment Agency / Vacancy in Centurion- Salary- R1.2mil - R900K p/a- Job Type- Permanent- Education- AMASSA / Fellow- Experience- 5+ Years strategic experience- Reference- AP-AnrProdCent- - finance.jobs(at)staffingprojects.co.za- Fax- 0865728847We are currently working with a dynamic, fast-paced, reputable (international)...

  • Senior Security Operations Specialist

    2 days ago

    Centurion, Gauteng, South Africa Level-Up Full time

    We are seeking a Senior Security Operations Specialist to join our team at Level-Up. The ideal candidate will have a strong background in security and operations, with a proven track record of improving security systems and procedures.Key Responsibilities:Monitor and analyze security systems and procedures to identify vulnerabilities and implement necessary...

  • Senior Actuarial Specialist- Business Partner

    2 weeks ago

    Centurion, South Africa Communicate Recruitment Full time

    One of the best insurance companies in South Africa is looking for a Business Partner - Senior Actuarial Specialist! **Job & Company Description**: This company is a premium African financial services organisation that offers a broad spectrum of financial solutions to retail and corporate customers across key market segments in 17 countries. The lines of...