Job Purpose
Job Purpose
The Senior Records Assistant is responsible for supporting records management, document control, registry administration and archival services to ensure efficient management, retrieval and preservation of organizational records.
The role ensures proper handling of correspondence, maintenance of records systems, document digitization and safekeeping of the Authority's information assets.Key ResponsibilitiesRecords and Registry Management
Key Responsibilities
Receive, open, sort and dispatch incoming mail to appropriate recipients.
Maintain registers for incoming and outgoing correspondence.
Ensure the registry is maintained in accordance with required records management standards.
Monitor and maintain efficient records filing and retrieval systems.Document Control and Security
Ensure security and safe custody of files, records, documents and equipment within the registry.
Follow up on files and documents issued to offices to ensure their safe return and proper custody.
Ensure all pending correspondence is brought to the attention of supervisors for timely action.Records Disposal and Archiving
Prepare records appraisal and disposal schedules in collaboration with relevant stakeholders.
Support implementation of records retention and disposal procedures.
Promote proper archival and preservation of important institutional records.Digitization and Information Management
Participate in digitization of organizational documents for circulation, storage and archiving.
Support electronic records management initiatives.
Ensure accuracy and integrity of digitized records.Mail and Document Distribution
Facilitate timely delivery of documents to relevant offices and departments.
Monitor movement of (adsbygoogle=window.adsbygoogle||[]).push({});documents and records across the organization.
Maintain accurate tracking and documentation of correspondence.QualificationsApplicants should possess:
Qualifications
A Diploma in Records Management, Information Management, Information Science, Library Science or an equivalent qualification from a recognized institution.Experience
Experience
At least six (6) years of cumulative relevant work experience.
At least three (3) years of experience at the level of Records Assistant II or in a comparable position.
Experience in registry administration, records management, document control or information management.Additional Requirements
Additional Requirements
Proficiency in computer applications.Required Competencies
Required Competencies
Strong communication skills.
Excellent interpersonal skills.
Analytical and problem-solving abilities.
Report writing and documentation skills.
Records management and archival expertise.
Attention to detail and organizational skills.
Document security and confidentiality awareness.