Job Description

Synopsis

JOB PURPOSE

To support the Records Manager in reinforcing IDC's strategic approach to Records Management in line with regulatory requirements by providing technical and functional solutions for both physical and electronic records. Ensure compliance with internal policies and external regulations while promoting best practices in document control and records management across all departments. Manage and monitor the secure storage and seamless flow of records throughout its life-cycle across systems and departments.

MAIN DUTIES AND RESPONSIBILITIES

Supervise all stages of business records from creation to disposition to ensure secure handling, access control, and traceability in line with regulatory requirements Assist the Records Manager in conducting records management audits of record keeping and records management practices based on the NARS legal requirements. Conduct quality checks in the linking of electronic records to the appropriate metadata that provides for their structure and context. Ensure that the storage of records conforms to relevant legal requirements. Coordinate with internal stakeholders to ensure timely updates and archiving of essential records. Conduct quality checks on SharePoint online to ensure that documents and records are managed in line with the approved policies and procedures. Manage physical and electronic record repositories. Assist in preparing documentation for internal and external audits Manage queries within the Records Management Department and communicate resolution effectively. Assist with all enquiries and requests for information from both internal and external clients Ensure that records are stored in a secure and easily accessible manner. Ensures that only records with archival value are sent for offsite storage

People Management

Supervise direct reports to ensure efficient operations, accountability, and alignment with organizational goals Ensure integrity of information by performing regular quality spot checks on work done by direct reports. Monitors turnaround times, efficiency and quality of service delivery by direct reports Monthly reports on progress to the Records Manager Conduct regular training workshops with staff to ensure consistent understanding and effective use of SharePoint Online as the central repository for records management Conduct regular check-in session and performance discussion with direct reports as and when required

Qualification and Experience

QUALIFICATIONS

Bachelor's Degree in information management/records management, compliance, legal and/or risk or equivalent qualification Relevant certification and training presented by the National Archives and Records Service will be advantageous

EXPERIENCE & KNOWLEDGE

5-8 years' experience in financial services or related industry Between 1 - 3 years' work experience within Records management or a similar role in a financial services environment Team management experience will be an advantage Experience in the field of paper-based records management Experience in the field of electronic records management Knowledge of relevant standards as well as the statutory and regulatory Knowledge and basic understanding of how information systems are designed and process data Thorough understanding of metadata systems SAP MS Office SharePoint Online (recommended) Cloud Technology (recommended)

TECHNICAL/FUCNTIONAL COMPETENCIES

Principles and practices of records management including records retention regulations. Knowledge of physical and electronic records management systems. Methods and techniques of document indexing and Metadata Management. Principles and practices of data collection and report preparation Business writing skills

BEHAVIOURAL COMPETENCIES

Collaboration and Influence Leadership Teamwork Results Oriented Judgment Communication


Job Reference: IDC00579