Applications are invited for the position of Specialist: Records Management (Grade 7) based at ATNS Head Office in out IT Department. The successful applicant will be reporting to the Senior Manager: Information Knowledge Management. OVERVIEW The main purpose of this position is to provide leadership, strategic direction, provide efficient records management practices in the lifecycle of a record from creation, maintenance, use, retrieval to disposition of records for the records management function within ATNS. Ensure compliance with the National Archives and Records Services of South Africa Act, 1996 (Act No. 43 of 1996), as amended or its provincial equivalent, and related regulations. Lead in the development and implementation of Records Management. The Records Management Specialist will manage and coordinate a wide range of Records Management activities and tasks in support of Information and Knowledge Management (IKM) initiatives, reporting to the Senior Manager Information and Knowledge Management within the IT Department.

• Establishing and maintaining the records management function.
• Developing and overseeing the implementation of strategies and records management action plans.
• Directing, planning and overseeing the development and implementation of policies, procedures, objectives and activities of the records management function, and ensuring compliance thereof.
•  Implement and maintain ATNS File Plan.
•  Compiling and maintaining approved records classification systems for paper-based and electronic records.
•  Addressing information security classification and declassification procedures as prescribed by the Information Security Policy, and directing and co-ordinating all activities related to records management governance, risk and compliance.
•  Overseeing the implementation of systematic disposal programmes to reduce the storage cost involved in storing records no longer required for administrative, legal and functional purposes after written disposal authority has been obtained from the National Archivist
•  Ensuring that the inspection of sub-Records Management Specialists takes place accordingly, that sound records management practices are followed and that all records are kept in safe custody.
•  Co-ordinating and arranging for the provision of access to information contained in records in terms of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000).
•  Management of Records Management and related Projects.
•  Management of the offsite storage contract.
•  Compiling technical specifications.
•  To plan, manage and deploy budget for the Records Management.
•  To plan, manage and deploy budget for the Records Management in consultation with Senior Manager: IKM.
•  Ensure cost effectiveness in all aspects of Records Management operations.
•  Co-ordinating the preparation of budgets for approval.
•  Ensure that purchases of Records Management stationery are cost-effective and aligned with ATNS Supply Chain Management processes.
•  To report on expenditure of Records Management function.
•  Focus on business enablement by eliciting feedback from staff and make revisions accordingly.
•  Conduct customer surveys and develop reports that will ensure proper, efficient and effective Records Management Function within ATNS.
•  Coordinate Records Management workshops and conduct one-on-one refresher training or telephone or email help line on how to interpret the File Plan and on processes and principles of sound records management practices.
•  Attend to RM related enquiries and requests for information from both internal and external.
•  Conduct floor walks or one on one visit to ensure the compliance of sound records management practices and procedures.
•  Represent ATNS at SABS RM Standard Committee and National Archives Committees.
•  Manage staff performance through the Performance Management system.
•  Promote the corporate culture and ethics on an ongoing basis within the department.
•  Assist with mentoring and coaching of staff as necessary.

• Teamwork/Collaboration and Initiative

• Basic computer skills (word processing, database, web browsing and searching)
• Ability to work independently and as well as part of a team
• Managing others
• Project Management
• Customer Service Orientation/ Client focus (Stakeholder Management)
• Problem Solving
• Financial management
• Records Management
• Research skills
• Proactive information and knowledge provision

 

Analytical - The ability to assist and advise users to arrive in an effective and efficient sound records management programme.

Interpersonal- the ability to interact with people at all levels in the organisation and in the socio-economic environment.

Legislation, Policies, Procedures and Standards - Understands and applies records management relevant legislation, policies, procedures and or standards in situations that require standard interpretation, namely records management statutory and regulatory framework, records management national standards, records management policy, records management registry manual and the file plan.

Records and Information Management - ability to apply methods and practices to manage the full life cycle of information from creation to disposal of record.