SENIOR EXECUTIVE, RECORDS MANAGEMENT & ADMIN - LIBRARY

Ngee Ann Polytechnic; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A prestigious educational institution in Singapore is seeking a Senior Executive in the Library on a 2-year contract. In this role, you will support records management compliance, simplify processes, and collaborate with various departments to enhance library operations. The ideal candidate should hold a relevant diploma or degree, possess familiarity with records management principles, and demonstrate strong communication skills. Join a dynamic team committed to operational excellence and governance.

Qualifications

• Familiarity with records management principles and IM4L guidelines.
• Strong organizational and analytical skills for effective workflows.
• Ability to develop training materials for records management awareness.

Responsibilities

• Assist in implementing RM policies to ensure IM4L compliance.
• Simplify RM processes and provide guidance to stakeholders.
• Collaborate with various departments to strengthen the RM community.
• Create engaging materials to promote records management.
• Maintain facilities and streamline workflows as part of the Library Admin team.

Skills

Self-Starter & Driven

Growth Mindset

Collaborative Spirit

Quality & Responsibility

Maturity & Humility

Resourceful & Organized

Education

Diploma or Degree in Information Management, Business Administration, Library & Archival Studies

Tools

Microsoft Office

SharePoint

Power Apps

Job description

What the role is:

This is a 2-year contract position as a Senior Executive in the Library.

What you will be working on:

As Senior Executive (Records Management & Admin), you will support NP’s Records Management (RM) function and help ensure compliance with IM4L requirements, while contributing to smooth library operations.

Responsibilities:

• Support IM4L Compliance – assist in implementing NP’s RM policies by translating guidelines into clear, practical steps that make compliance easy for stakeholders.
• Facilitate Governance – help simplify RM processes and provide guidance to Schools and Departments so that records management becomes accessible and effective.
• Collaborate Across NP – work closely with Schools, Departments, NP management, and external partners such as NAS and other polytechnics to share best practices and strengthen the RM community.
• Promote Awareness – assist in creating engaging learning materials and resources that highlight the importance of records management and encourage adoption across NP such that RM becomes a mindset of the community.
• Provide Operational Support – as part of the Library Admin team, help maintain facilities, streamline workflows, and contribute to a collaborative environment that supports productivity, innovation and growth.

What we are looking for:

Core Attributes

• Self-Starter & Driven – Motivated, proactive, and able to take initiative without constant supervision.
• Growth Mindset – Open to learning, adaptable to change, and eager to explore new ideas and technologies.
• Collaborative Spirit – Works well in a team, values diverse perspectives, and contributes positively to shared goals.
• Quality & Responsibility – Committed to delivering high standards of work with attention to detail and accountability.
• Maturity & Humility – Approaches challenges with professionalism, resilience, and a non-egoistic attitude.
• Resourceful & Organized – Able to manage multiple priorities and streamline processes effectively.

Technical & Professional Skills

• Familiarity with records management principles, IM4L and IM8 guidelines, and compliance frameworks.
• Proficiency in Microsoft Office and SharePoint; experience with Power Apps is an advantage.
• Strong organizational and analytical skills to interpret policies and translate them into practical and efficient workflows.
• Ability to develop training materials and simple digital content to raise awareness of records management.

Experience

• Diploma or Degree in Information Management, Business Administration, Library & Archival Studies, or related fields.
• Experience in records management, compliance, or administrative support is preferred.
• Strong communication and interpersonal skills to engage stakeholders across NP and external agencies.

Mindset & Values

• Passion for governance, compliance, and operational excellence.
• Commitment to fostering a positive, collaborative culture within the Library and NP.

About Ngee Ann Polytechnic

At Ngee Ann Polytechnic, our nine academic schools offer over 40 full-time diplomas to a growing student population of more than 15,000. As a public tertiary institution, internationally-recognised for its academic excellence and close industry links, NP prides itself on having a dedicated and professional teaching faculty, complete with campus facilities that are among the finest in the world. An institution of higher learning, Ngee Ann Polytechnic believes in giving every student an enriching learning experience and every employee the opportunity to build a meaningful career. If you are a self-starter with an innovative mind, a versatile person with the drive for all-rounded excellence, and a dedicated team player who shares our vision and values, we invite you to join our inspired team.