Summary
Date Posted: Tuesday, December 27, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Purpose of the role:
To provide records management support to Senior Document Controller including but not limited to document separation, scanning indexing and archiving

Qualifications:
• Degree or Diploma in any related course
• Certificates in Records Management would be an added advantage.
• GGML is an equal opportunity employer: Female candidates are highly encouraged to apply

Experience:
• Experience in records Management or imaging programs would be an advantage.

Main or key accountabilities:
Document Separation:
• Prepare documents for scanning.
• Mediate handover of records from departments, register and send for approval when appropriate.
• Sort and consolidate documents into logical groups for scan processing.
• Retrieve and prepare documents for imaging/scanning.
• Prepare documents with barcode separator pages.
• Ensure the availability of barcode separators.
• Sort batches into efficient workflows for document scanners; and
• Prepare daily and weekly reports.

Document Scanning:
• Responsible for converting hard copy records into digital format using high-resolution scanners.
• Properly handle all archival materials/documents.
• Scan all documentation handed over to the project as per the processing criteria; enter descriptive information’s of the scanned image and import in drive or software as and when required.
• Keep a record of all scanned documents, collate all figures, and prepare daily and weekly reports.
• Match document count to scan count to ensure all documents have been imaged when required.
• Electronically push collated batches to server for saving weekly.
• Ensure that images of documents scanned are captured per standard with proper adjustments (Properly skewed, rotated and legible).
• Reconcile records of scanned documents after quality control; and
• Assist in retrieval of images when required.

Document Indexing:
• Collect input data and update the closure liability estimates on a quarterly basis.
• Indexing the digital records into SharePoint according to GGM Document and Records Management Standards.
• Organize the scanned documents into the relevant libraries in SharePoint according to GGM Document and Records Management Standard.
• Registering all records onto the relevant department document register; and
• Maintaining the department document register and ensuring the register is up to date.

Document Archiving:
• Lead the archiving process once the records have been scanned.
• Process all documents as noted on handover register (Archive, Refile, Destroy);
• Prepare and ensure the approval of retention schedules.
• Arrange for periodic quality control with the department’s contact persons.
• Organize and prepare record boxes for storage.
• Oversee the destruction of documents marked for destruction; and
• Prepare daily, weekly report on archiving

Add additional requirements:
• Ability to drive as well as possessing a valid driving license.
• Effectively using interpersonal and communications skills including tact and diplomacy.
• Maintaining confidentiality of work-related information and materials.
• Attention to detail, accuracy, and follow through.
• Adhering to policies, procedures, and quality controls in relation to electronic imaging.
• Maintaining an established work schedule.
• Flexible, proactive, diligent, and self-motivated approach to work.
• Must be highly organized.
• Demonstrate proficiency using computers and related storage requirements, and Microsoft office utilities, preferably Microsoft Word, Microsoft Excel and SharePoint.
• Occasional lifting of objects.
• Subject to standing, walking, sitting, bending, reaching, kneeling, pushing and pulling.
• Work is primarily performed in a standard office environment.

Job Experience: No Requirements

Work Hours: 8

Level of Education: Postgraduate Degree

Job application procedure
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