Job Description

The Internet Explorer 11 browser is no longer supported. We recommend the new browser from Microsoft.

Welcome to the
Land and Agricultural
Development Bank of South Africa

Careers

Senior Specialist: Records Management

Details

Closing Date 2023/12/04
Reference Number LAN231121-1
Job Title Senior Specialist: Records Management
Division Office of the CEO
Unit Company Secretary
Job Type Classification Permanent
Location - Country South Africa
Location - Province Gauteng
Location - Town / City Centurion
Job Advert Summary

The Land and Agricultural Development Bank of South Africa (Land Bank) is South Africaxe2x80x99s only specialist agricultural bank established in 1912, the bankxe2x80x99s 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 finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.

MAIN PURPOSE OF THE JOB

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 Land Bank, regardless of medium or characteristics. To develop and manage a Land Bank 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 Land Bank comply with the legislative requirements, standards and international best practices. To develop high-quality records management systems for the Land Bank and to develop and promote improved records management practice across the whole organisation.
Key Performance Areas

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

• 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

2. Know and apply Legislation, Policies and Procedures

• 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 xe2x80x93mail 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

• Evaluate the nature of the treatment to which records in all formats are subject to.

• 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 destroyed.

8. Archiving, Auditing, Disposal of records

• Draw up the yearly audit/ inspection plan & timelines

• Ensure adherences and target dates are met

• Check compliance & take corrective actions

• Escalate no adherence to Company Secretary

• Provide litigation and investigation support for all divisions and subsidiaries for assigned business units.

• Determine and implement records and information auditing methods (questionnaire / manual inspection)

Preferred Minimum Education and Experience

• Bachelorxe2x80x99s 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.

Policy

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 Land Bank.

Registered Credit Provider: NCRCP18 | VAT number: 4560121081

xc2xa9 LAND BANK. All rights reserved.

Processing

Delete Account?

Remove Personal Information?

Cancel Request to Remove Personal Information?

Terms & Conditions

Incomplete Profile

You need a complete profile before you can make applications. Would you like to complete your profile now?

Incomplete Applications

You have incomplete applications, view the application to complete

Apply

Nothing yet!

Profile Import Options

Log In Only: Just log in and do not change my profile.

Import and Keep: Import my profile and update matched sections. KEEP sections that do not match. Be sure to clean up any duplicates.

Import and Delete: Import my profile and update matched sections. DELETE sections that do not match.

Land Bank