Records Maintenance Coordinator x1 - Aurum Institute

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
  
  

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

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.