Manager : Records & Document at Transnet

Position Purpose:

• The prospective incumbent will ensure full statutory compliance to record management related legislation and develop internal controls, and appropriate policy and procedures, they will provide pro-active leadership, oversight, guidance, and advisory support across the TP Division on all aspects of records and document management, function specific policies, ethics and good governance regarding record management as well as liaise with IT in overseeing and managing the implementation of effective IT systems to ensure a high standard of TP Division record and document storing governance

Position outputs:

Assist in developing and maintaining an effective and secure records management system (e-filing and paper-based filling system) designed to ensure that record keeping practices meet the TP Division objectives.

Provide oversight over the maintenance of all records in the TP Division through effective and efficient records management system to ensure safe record keeping and provide an accessible resource hub for the Division to:

• Manage information and ensure that the TP Division complies with legal, statutory, accountability and best practice requirements
• Identify vital records, develop, and implement Business Continuity and Disaster Recovery Plans to ensure safe custody, protection, and preservation of all vital records
• Research, design, review and maintain records and document retention schedules and plans
• Maintain a register of all information requests in line with POPIA, Records Management Policy and the Retention Schedule
• Maintain a Register of classified information across the TP Division in line with the Information Classification Policy.
• Assist in the continuous review of record keeping system and make recommendations for required changes so that the system is aligned to the changing needs of the Division and its users (Regularly review and when required update the filing systems to ensure that they remain relevant and effective).
• Manage the disposal and safe custody of Divisional information stored on the Corporate/Division server.
• Ensure records are filed according to the approved file plan, which provides for quick and efficient retrieval of information and facilitate the implementation of authorised disposal and retention.
• Ensure accessibility, confidentiality, integrity and safe custody of Divisional correspondence and statutory records.
• Ensure that all users are aware of how information and documentation is stored and managed within the Division and understand and appropriately apply the filing protocols, so that the level of quality and security of information of the system is always maintained.
• Develop information requirements gathering procedures and conduct interviews with users to better understand information needs.
• Participate in the planning of all new electronic systems to ensure that record management requirements are considered.
• Run the Departmental record registry by creating paper and electronic folders, filing, and retrieving information in accordance with best practice records management procedures so that information needed can be quickly and easily accessed.
• Manage, assist and liaise with the TP Departmental Document Controllers/ Administrators and SharePoint Site

Administrator and or other record management systems to:

• Manage the physical and digital record management System and or
• Support the end user with all SharePoint record management issues.
• Enhance SharePoint Record Management functionality with the develop, configure and maintain document libraries.
• Ensure that information can be identified and retrieved when required by providing well-structured records classification systems and record keeping systems.
• Monitor compliance and implement audit recommendations regarding record management
• Review, analyze and comment on documentation from Regulatory and Governance perspective.
• Assist, liaise and co-ordinate with Group Record Managers and other Divisional Record Managers.

Qualifications & Experience:

• National Diploma in Records and Document Management Practices or similar qualification such as B Bibl Degree - NQF 6
• 5 – 8 years’ experience in Records and Document management practices and principles with at least 3 years in a

Managerial position.

• Librarian experience would be an added advantage.
• Experience in Archiving.
• Requirement of Trust and Honesty in the handling of Finances as per the National Credit Act Amendment 19.

Standard Job Requirements

• Driver’s license code 08
• Travel as required and approved

Competencies:

• Advanced Interpersonal skills.
• Ability to manage knowledge and information via online databases. Advanced high
• Advanced Computer skills.
• Advanced planning and organising.
• Advanced Problem solving.
• Advanced Communication skills
• Team-player.

Knowledge:

• Specialist knowledge of Records and document management practices and principles.
• Knowledge of information management principles and processes.
• Knowledge of relevant legislation, policies and procedures i.e. corporate governance, record-keeping, POPI Act, National Archives Act.
• Archiving.