Records Management Support

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Job Summary

The job holder will primarily be responsible for ensuring Records Management Controls Objectives as set out in Data and Records Management Policy as well as local requirements in the Legislation, Regulations and other applicable Absa Group policies and standards.
Additionally, the job holder will also be assisting the Records Management Supervisor and team members in the following areas:
1. Facilitate the digitalization of paper records received at Records Management department through inhouse facilities or through the approved suppliers.
2. Ensure quality assurance on scanned records and upload of electronic on Absa’s approved Document Management Systems.
3. Ensure all documents required by the Business are available and retrievable within timelines provided by the policy.
4. Assist the Records Management Supervisor to manage the suppliers supporting the Records Management department.

Job Description

Records Management Processes and Controls:Acknowledgment of documents

• Assist the Records Management team to ensure that all physical records received at Records Management are acknowledged and documented in a master tracker. This ensures traceability of the documents received at Records Management team.

Digitalization of records

• Facilitate the scanning of paper records received at Records Management Team through internal scanning facilities or through the designated and approved suppliers.

• Ensure the quality assurance of the scanned electronic records is successfully completed prior to upload of the documents on a centralised repository/ bank’s document management systems.

• Electronic records must be archived through an identifier to ensure that records can be retrieved easily.

• Ensure records are retrieved and retained electronically as per timelines set in the policies, standards and Mauritius Records Retention Schedule.

Records management of physical records

• Filing of all documents received at Records Management Team.

• Facilitate the scanning of physical documents as per established procedures and in line with policy and standard requirements.

• Facilitate the retrieval of physical documents.

• Ensure the secured destruction of physical documents by the approved service provider.

Compliance to Policies, Standards and Regulations

• Comply to all relevant policies, standards and regulations when executing the job.

• Participate in the Business Continuity Management testing.

Staff relationship

• Develop and maintain excellent staff relations with the records management team.

Role/Person Specification

Preferred Education:

• Degree holder

Preferred Experience:

• 2 years of working experience

Knowledge & Skills:

• Good communication skills
• Good interpersonal skills
• Team player

Technical Competencies:

• Knowledge of Microsoft Office tools

Behavioral Competencies:

• Must have strong people interpersonal skills.
• Must be able to manage stakeholders.
• Team Player

Education

Further Education and Training Certificate (FETC): Business, Commerce and Management Studies (Required)