Registry Supervisor at Old Mutual Kenya

Job Description

Has the responsibility to oversee the organization’s records from their creation and preservation through to disposal. Responsible for accurately, securely and effectively managing information received and produced internally or externally.

• Maintain and manage the record management systems to ensure the quality and accuracy of information
• Overseeing the complete switch from paper to electronic record-keeping
• Dealing with enquiries and requests for information from both internal and external clients
• Ensuring that financial, legal or administrative requirements and regulations are complied with
• Ensuring that data is protected
• Classifying and indexing records
• Destroying or archiving finished data/records
• Develop and maintain a complete and accurate record of all archives and ensuring the preservation of archival records
• Manage the lodgment and retrieval of archives both internally and externally
• Ensuring that records are easily accessible when needed
• Provide comprehensive business support and advice to all on our information and records management systems and processes, administration tasks and information requests
• Identify opportunities to add value through training and improved management of information and records
• Providing training to staff who require access or have responsibility for maintaining records.
• Courier Management
• Mailbag and letters management

SKILLS AND COMPETENCIES

• Communication skills
• Professional ethics
• Teamwork
• Trust
• Supervisory
• Technical
• Work under minimal supervision.

KNOWLEDGE & EXPERIENCE

Five years’ experience in a busy Records Centre/registry

QUALIFICATIONS

• Degree in records/archives management
• Administrative working knowledge of managing a SharePoint environment for Document
• An advanced level of computer literacy, particularly with the MS Office Suite
• Knowledge and understanding of relevant legislation, such as the Public Archives and Documentation Service Act, Cap 19, 1965 (Revised 2003)
• Experience in working with electronic document and records management systems
• Three years’ experience in providing and managing information within an organisational Environment
• Demonstrable level of excellence in customer service delivery, producing positive outcomes
• Ability to maintain strict confidentiality when dealing with information and records
• Demonstrable ability to produce accurate work when under pressure to meet deadlines and deliver on project outcomes
• Demonstrable time management/prioritisation skills with the achievement of objectives in a timely manner. Ability to adapt quickly to changing priorities and undertake multiple projects other
• Demonstrable ability to communicate effectively with team members, management, and business units.
• Is able to work with difficult customers to provide positive outcomes, and build strong relationships with all staff
• Excellent planning and organizational skills
• Excellent verbal and written communication skills
• Shows initiative in seeking out ways to enhance business processes throughout the organization to produce continuous improvement in how we do things