Records Administrative Manager

TalentCru; Sandton; On-site; ZAR 400,000 - 600,000; Full time

Job summary

A leading records management firm in South Africa is seeking a Records Management Specialist to assist in reinforcing strategic approaches to records management. You will oversee compliance, conduct audits, and manage both physical and electronic records. The ideal candidate has 5-8 years in financial services, a Bachelor's degree in a relevant field, and experience with records management practices. Strong tools knowledge like SharePoint Online is essential. A collaborative approach is valued.

Qualifications

• 5-8 years in financial services or related industry.
• 1-3 years in records management or similar roles.
• Knowledge of standards and regulatory requirements.

Responsibilities

• Supervise all stages of business records from creation to disposition.
• Conduct audits based on legal requirements.
• Manage physical and electronic record repositories.

Skills

Collaboration

Leadership

Communication

Results orientation

Education

Bachelor’s Degree in information management or related fields

Tools

SAP

MS Office

SharePoint Online

Cloud Technologies

Job description

SUMMARY : 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.

POSITION INFO : 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 their 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 based on legal requirements. Conduct quality checks linking electronic records to appropriate metadata. Ensure storage of records conforms to legal standards. Coordinate with stakeholders to ensure timely updates and archiving. Conduct quality checks on SharePoint online for compliance. Manage physical and electronic record repositories. Assist in preparing documentation for audits. Manage queries and communicate resolutions. Handle enquiries from clients and staff. Ensure secure and accessible storage of records. Send only records with archival value for offsite storage.

People Management

Supervise staff to ensure efficient operations and accountability. Perform quality checks. Monitor performance and report progress. Conduct training workshops on SharePoint Online. Hold regular check-ins and performance discussions.

QUALIFICATIONS

Bachelor’s Degree in information management, records management, compliance, legal, or risk-related fields. Relevant certifications from the National Archives and Records Service are advantageous.

EXPERIENCE AND KNOWLEDGE

5-8 years in financial services or related industry. 1-3 years in records management or similar roles. Team management experience is a plus. Experience with paper-based and electronic records management. Knowledge of standards, legal, and regulatory requirements. Basic understanding of information system design and data processing. Familiarity with metadata systems, SAP, MS Office, SharePoint Online, and Cloud Technologies.

TECHNICAL / FUNCTIONAL COMPETENCIES

Knowledge of records management principles, retention regulations, physical and electronic systems, document indexing, metadata management, data collection, report preparation, and business writing skills.

BEHAVIOURAL COMPETENCIES

Collaboration, influence, leadership, teamwork, results orientation, judgment, and communication skills.