RECORDS OFFICER – Motswedi Savings and Credit Cooperative Society

Main purpose of the job:
To establish and maintain an effective records and information management service to Society, ensuring proper identification, storage, retrieval, protection, preservation, and retention of records to support decision-making and service delivery.

Key Accountabilities:
Reporting to the Operations Officer, the successful incumbent will be accountable and responsible for this. but not limited to the following:
» Audits records inventories to determine the effectiveness of records systems.
» Assists in the development of records management policies and recommends suitable procedures to management.
» Advises and trains staff on records management to ensure efficient records management.
» Facilitates accurate capture, storage, and classification of records in order to ensure efficient retrieval of records:
» Monitors and controls the migration of files amongst users and also migration of records from paper to electronic records management systemsfas necessary) and assists in the capturing of data in the HR Management Systems;
» Monitors compliance with records management policies and procedures and recommends appropriate action to correct breach of same.
Operates the Human Resources central records registry systems.
» Controls the location and storage of records, including conducting an annual records audit and organizing the disposal of records in accordance with their retention schedule.
» Protects the integrity and confidentiality of essential records.
» Protects records from fire and water or any other calamity.
» Maintains a collection of publications, including brochures, leaflets, and in particular advertisements that are relevant to Human Resources for reference purposes.
» Ensures that all safety and loss control standards (Safety Health and Environ­mental) contained in the Corporation’s standards are adhered to.
» Prepare, scan, reassemble and index documents ready for filing.
» Respond to queries regarding storage retrieval and access to records and files from staff and members.
» Assign record and or date stamp documents, mail deliveries and other form of incoming as well as outgoing correspondence handled by the registry.
» Locate and isolate outdated or unnecessary records ready for disposition or transfer to the archive according to the Records Management policy guidelines.
» Enter document identification codes into systems to determine locations of documents to be retrieved.
» Find, retrieve and disburse information from files in response to phone or physical requests from authorized users.
» Keep complete and accurate records of materials requested filed or removed, using appropriate physical and electronic registers as well as tracking materials removed from files to ensure that borrowed files/documents are returned after use for proper storage.
» Modify and streamline the filing systems by appending identification numbers or codes to the filing index as directed by the registry officer in charge
» Place materials into storage locations, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
» Perform general Registry duties such as sorting, preparing mail for dispatch, photocopying, attending to registry-related inquiries, and ensuring the safety and security of the registry.

Qualifications and Experience:

⦁ A University Diploma in Archives and Records Management or equivalent
At least three (3) years post qualification experience in records management
Competencies:
⦁ Records Inventory monitoring & Cataloguing
⦁ Analytical skills and Attention to detail
⦁ Planning and organizing
⦁ Commercial Awareness
⦁ Interpersonal Skills
⦁ Problem-Solving, Innovation, and creativity.
⦁ Team Orientation
⦁ Process Management
⦁ Drive for Results
⦁ Customer Focus
⦁ Action Orientation
⦁ SHE
⦁ Values, Ethics, and Integrity

Job Challenges:
⦁ Timely retrieval and availability of records
⦁ Accurate and upto date databases
⦁ Confidentiality and Security of information
⦁ Timely and efficient aachicving of correspondence