Records Management Officer at PACIS Insurance

PURPOSE OF THE JOB

To implement the company document management policy, to ensure that all records are properly secured, referenced, stored and available when needed in line with the company regulations and policies.

MAIN DUTIES AND RESPONSIBILITIES

• Interpreting and implementing record management policies;
• Developing and implementing record management systems standards of services;
• Applying appropriate technology in creation, retrieval, storage, archiving and sharing of documents to enable efficient use by relevant officers;
• Ensuring reception, scanning and registering all incoming mail and distribute to relevant departments and staff, and filing of hard copies in respective files;
• Ensuring all enquiries regarding records from users are resolved.
• Ensuring the maintenance of a record of all file movements and ensure that all files requested for from the registry/warehouse are returned within the set time;
• Participate in classifying and of archived files weeding and disposal;
• Facilitate speedy classification of all new policy files received in the registry.
• Monitor the EDMS team’s work and ensure quality standards are adhered;
• Process an effective file retention schedule;
• Facilitating borrowing and transferring of documents to/from the Registry to the warehouse.
• Ensuring the security and confidentiality of files and documents within the office archive;
• Prepare records management periodic reports.
• Coaching and mentoring the records management team;
• Conducting periodic current awareness trainings to all company staff and inducting new staff on Records management healthy practices.
• Maintain updated and accurate inventories of all archived files adherence to the records retention policy;

KNOWLEDGE AND EXPERIENCE

Qualifications

• A Degree in Records Management, Information Sciences or Library Science from a recognized institution.

Experience

• At least four (4) years relevant work experience in a similar role
• Insurance industry operations experience has an added advantage

Knowledge

• Digital/electronic document management system operations
• Computer skills
• Records Management
• RM Acts Interpretation and RM policy implementation.

SKILLS AND COMPETENCIES

• Pro-active
• Accuracy
• Interpersonal skills
• Confidentiality
• Coaching skills