Records Officer Job HF Group

Banking Jobs. HF Group Jobs.

Principle Accountabilities

• Deal with all requests to access files and keep logs of borrowed Employee files.
• Develop an efficient filing system to make updating and retrieving files easier.
• Check incoming paperwork and make sure they are stored in the respective files.
• Set up and review documentation records systems.
• Prepare, scan, reassemble and index documents.
• Sort all papers alphabetically and according to content, dates, significance etc.
• Create or update records with new files and information.
• Store all paperwork in designated places securing the important documents.
• Enter paperwork into an electronic system either by data entry or by using optical scanners.
• Monitor inventory of files, confidential documents and report shortages.
• Advise on new records management policies, providing a framework to guide the staff in the management of their records and use of Documents Management.
• Locate and isolate outdated or unnecessary records ready for disposition or transfer to the archive according to the Records Management policy.
• Find, retrieve and disburse information from files in response to phone or physical requests from authorized staff.
• Keep complete and accurate records of documents requested, filed or removed, using appropriate physical and electronic registers as well as tracking documents removed from files to employees that requested files/documents are returned after use for proper storage.
• Ensure compliance with relevant legislation and regulations on confidentiality and Data.
• Follow policies and confidentiality dictations to safeguard data and information.
• Carry out regular records Audit to ensure all documents & staff files are well secured and accounted for.
• Any other duty that may be assigned by the Line Supervisor, Head of HR or any authorized officer.

Key Competencies and Skills

Technical Competencies

• IT Skills.
• Data entry skills.
• Digital record management skills.

General Competencies

• Results oriented.
• Good command of English both oral and written.
• Dependable with a respect to confidentiality and policies.
• Excellent interpersonal skills.
• Negotiation skills.
• Team player.
• High integrity.
• Discretion.

Minimum Qualifications, Knowledge and Experience

• Bachelor’s degree in Records Management or related field.
• Proven experience as a records officer or file clerk.
• Knowledge of filing systems.
• Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
• Good command of English both oral and written.
• Dependable with a respect to confidentiality and policies.

How to Apply

Click here to apply