Job Purpose
Job Purpose
The Records Assistant II is responsible for managing records, mail handling, document filing, retrieval, digitization and archiving processes to ensure efficient records management and secure preservation of organizational information.
The role supports effective document control, information accessibility and records security in accordance with established records management procedures.Key ResponsibilitiesMail Management
Key Responsibilities
Receive, open, sort and dispatch incoming mail to the appropriate recipients.
Maintain registers for incoming and outgoing mail.
Facilitate timely delivery of documents to relevant offices and departments.Records and Filing Management
File documents in the appropriate records management systems and files.
Retrieve files and information for authorized staff and offices upon request.
Maintain records movement registers and track file circulation.
Ensure correspondence is properly actioned before files are returned for storage.Registry Administration
Maintain the registry in accordance with records management standards.
Ensure proper classification, storage and organization of records.
Support efficient access to information and document retrieval.Document Security and Archiving
Ensure security and safe custody of files, records and equipment within the registry.
Maintain archival systems for preservation of organizational records.
Ensure proper safekeeping and protection of documents from loss or damage.Records Digitization and Information Management
Digitize organizational records for circulation, storage and archival purposes.
Support electronic records management initiatives.
Ensure accuracy and integrity of digitized (adsbygoogle=window.adsbygoogle||[]).push({});records.
Facilitate efficient access and retrieval of digital documents.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 three (3) years of cumulative relevant work experience.
At least three (3) years of experience at the level of Records Assistant III or in a comparable position.
Experience in registry administration, records management or information management is desirable.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 filing expertise.
Attention to detail and accuracy.
Document security and confidentiality awareness.