About the position
Responsible for the Scanning, Indexing, Retrieval, and Re-filing of GA records. Ensuring that records are scanned, retrieved promptly upon request, easily traceable and filing is done as per Records management Policy & Procedures.
Duties and Responsibilities:
Ensuring that records are scanned, indexed, restored, organized, and safely stored according to records management standards
Ensuring that the safety and security of all records are maintained and in compliance with the Data Protection Act
Ensuring safe custody of records by keeping the Registry room under lock and key and only restricted to Registry staff only.
Ensuring proper coding of member files for easy retrieval of records in response to audits and On Demand by the department.
Ensure that each and every record is traceable and that the “File Requisition Form” is duly signed and adhered to when retrieving and refiling records.
Ensure that each and every file is properly filed and the papers are orderly and sequentially filed away
Ensuring internal clients’ queries are handled and resolved in the shortest time possible.
Maintaining a daily up-to-date Inventory of all records retrieved and refiled.
Responsible for tracking the movement of records retrieved in and out of the Registry room.
Identifying and communicating to the Records Manager any potential risks to records.
Ensuring proper care to Registry tools and equipment.
Assisting in the preparation of weekly and/or monthly reports.
Any other duties as assigned by the Records Manager
Job Holder Specifications
Knowledge, Skills, and Abilities
Eye for detail, organizational, and prioritization skills.
Proven ability to build effective working relationships with internal clients, counterparts, and colleagues.
Ability to communicate clearly and concisely both orally and in writing
Computer literacy, especially MS Office – Word, Excel, and PowerPoint.
Working Knowledge of the Data Protection Act and relevant legislation
A demonstrable high degree of professional competence, an administrative capability is required for effective planning, direction, control, and coordination of Records Management services
Credentials and Experience
A minimum of a Diploma in Information Science; Records Management and Information Technology; Archives and Records Management or any other equivalent qualification from a recognized institution
At least 3 years of experience in Records management and interaction with an Electronic Document Management System
Apply via :
www.gainsuranceltd.com
