About the Position
The Manager: Records Management leads the implementation of enterprise-wide records management practices, ensuring effective records and information governance, compliance, records security, and its lifecycle management. The role provides specialist advice, drives continuous improvement of records management processes and controls, and supports organisational accountability through the effective management of information assets.
Job Purpose
As a Manager: Records Management, you will establish, govern, and continuously enhance enterprise-wide records and document management systems, policies, and procedures. The role provides strategic leadership to ensure effective records and information governance, regulatory compliance, risk mitigation, and the efficient management of organisational records throughout their lifecycle, enabling improved business performance and decision-making.
Education and Experience
Minimum Qualification & Experience Required
Bachelor’s Degree / Advanced Diploma (NQF 7) in Records and Information Management, Archives Management, Information Governance, Information Management, Information Science, Business Administration and or equivalent qualification AND 8 – 10 years’ experience in Records and Information Management, Archives Management, Information Governance or Information Science, of which 3 – 4 years at a junior management level.
Alternative #
Senior Certificate (NQF 4) AND 15 years experience in Records and Information Management, Archives Management, Information Governance or Information Science, of which 3 – 4 years at a junior management level.
**A qualification in Records and Information Management, Archives Management, Information Governance or Information Science will be an added advantage.*
Minimum Functional Requirements
- Demonstrated knowledge and practical application of records and document management principles, practices and procedures across the full records lifecycle.
- Ability to administer and oversee Electronic Document and Records Management System (EDRMS) to ensure records are captured, stored, accessed, protected and managed appropriately.
- Ability to develop, implement and maintain records classification systems, file plans, metadata standards and record-keeping controls that support consistent filing, retrieval and accountability.
- Ability to establish and manage records retention schedules, disposal authorities, archival processes and lifecycle controls to ensure records are retained and disposed of lawfully and systematically.
- Sound knowledge and application of applicable records management legislation, regulatory requirements, governance frameworks, organisational policies and compliance obligations.
- Ability to implement and monitor information security, access control, confidentiality and preservation measures that protect records from unauthorised access, alteration, loss, damage or premature destruction.
Additional Functional Requirements
- Records management strategy, policy development and enterprise implementation.
- Governance, compliance monitoring, risk management and remedial action.
- Tactical planning, operational delivery, performance measurement and reporting.
- People leadership, capacity planning and team development.
- Budgeting, resource optimisation and financial control.
- Stakeholder advisory, service excellence, change and continuous improvement.
Job Outputs:
Process
- Consult in area of specialisation and provide input into the development to the functional strategy.
- Determine the conditions for managing electronic records systems so that sound records management practices are applied at all times.
- Ensure accurate record keeping of all the relevant documentation in line with standard operating procedures.
- Evaluate the organisations policies and procedures to identify corruption control gaps and recommend enhancements to policies and procedures.
- Examines public records with a view to issuing disposal authorities on all public records to enable disposal of records no longer required.
- Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
- Investigate and approve the prescribed records classification system before implementation to ensure compliance to legislation and policies.
- Keep abreast of developments in area of expertise.
- Plan, coordinate and manage the information security management process and ensure compliance to SARS policies and statutory requirements.
- Proactively identify interconnected problems, determine its impact and use to develop best fit alternatives, implementing best practice solutions.
- Report and take appropriate action in instances of non-compliance to related policies and legislation.
- Select, develop and assess the applicability of methods and techniques to be applied within the functional work unit.
- Act as the bottom-line drivers of tactical implementation within the context of business unit excellence and performance improvement.
- Direct, control, coordinate and optimise budgeted resources to meet specific objectives and deliver agreed results and productivity requirements.
- Ensure the development and implementation of a practice in alignment with operational policy and procedural frameworks.
- Implement tactical strategy and delivery plans through the development of operational activities, ensuring the achievement of operational targets.
- Plan for handling work outputs, pull together interdependent activities and specify priorities, standards and procedures to ensure tactical implementation.
- Provide periodic reports on performance against plan & progress on short-term initiatives & use to realign tactical plan and objectives appropriately.
- Recommend changes to optimise processes, systems, policies and procedures, and execute the implementation of change and innovation initiated by the organisation.
- Timeously communicate top-down policy modification, objective achievement progress and critical success factors to impacted stakeholders.
- Use the insights gained through integrated business reports to measure success and realign tactical strategy implementation objectives appropriately.
- Lead the development and improvement of records management policies, procedures, file plans and standards.
- Manage the full records lifecycle from creation and storage to archiving or lawful disposal.
- Oversee secure, reliable and compliant electronic records systems and controls.
- Monitor compliance, manage records risks and implement corrective actions.
- Lead the records team, resources, performance and stakeholder delivery.
Governance
- Monitor and promote the application of governance and required legal compliance in the context of policy and processes.
- Implement governance, risk and compliance policy in own practice area to identify and manage governance and risk exposure liability.
- Manage and or advise on the translation and application of policy in a specific functional area.
People
- Integrate new knowledge attained through formal and informal learning opportunities in the execution of your job.
- Develop and implement appropriate people capacity plans in line with delivery and efficiency targets, on budget and in partnership with specialised area.
- Plan and implement enhanced organisational efficiency by identifying and addressing development requirements and providing tools for people resources.
- Translate performance expectations into specific metrics and goals to identify and provide effective services, solve problems and achieve objectives.
Finance
- Contribute to the development of divisional budgets to minimise expenditure aligned with divisional plans.
- Draw up a budget aligned to tactical delivery plans, monitor planned vs. actual, minimise expenditure and report on cost efficiency.
- Implement and monitor financial control, management of costs and corporate governance in area of accountability.
Client
- Build strong relationships and implement service level agreements that promote SARS with internal and external stakeholders.
- Develop and ensure implementation of practices which builds service delivery excellence and encourages others to provide exceptional client service.
- Manage an integrated service excellence culture, which builds rewarding relationships and provides opportunity for feedback and exceptional service.
Behavioural Competencies
- Accountability
- Fairness and Transparency
- Honesty and Integrity
- Problem Solving and Analysis
- Respect
- Strategic Thinking
- Trust
Technical Competencies
- Knowledge and application of Records Management Principles
- Business Acumen – File Plan Management, Disposal Schedule Programme, Records Management Assessments, EDRMS, etc
- Change Management
- Decisiveness
- Effective Business Communication
- Functional Policies and Procedures
- Information management
- Knowledge Management
- Managerial Budgeting
- Planning and Organising
- Planning, Management and Measurement
- Problem Analysis and Judgement
- Records and Archives Management
Leadership Competencies
- Ability to translate strategy into execution
- Concern for Impact of own behaviour on others
- Develops teams and nurtures interdependency
- Inspires others to Positive Action
- Nurtures Future Talent
- Stewardship and Service Orientation
- Strong Results Orientation
- Values and Manages Diversity
Compliance Competency
- GOC Confidential
Employment Equity
The Employment Equity policy of SARS will be considered as part of the recruitment and selection process and Persons with Disabilities are encouraged to apply. Successful candidates will be required to undertake an oath of secrecy, pre-employment screening, case study, pre-assessment, psychometric assessment and/or vetting, and a declaration of private interest. The appointment is also subject to appropriate reference(s) and security clearance where applicable.
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