Temp Records Coordinator (Centurion) - Urgent posi

3-4 MONTHS CONTRACT BASIS
The Records Coordinator ensures the provision of high quality administrative and operational support services to the organisational records management function. The incumbent will be responsible for:
Managing paper records and documents submitted to Records Management, throughout their lifecycle (including scanning and indexing);
Ensuring that vital records are required in the administrative functions of the organisation are preserved as needed by the organisation, policy and regulation;
Collecting, processing, retrieval and accessibility of archival material as well as supplying information on records according to relevant policies, work instructions and guidelines;
Using relevant knowledge and experience to protect the integrity of the records against alterations, removal, damage or theft and ensure that a record is complete;
Participate in the implementation of Electronic Records Management Systems;
Assist all Divisions with their records management processes.

AREAS OF RESPONSIBILITIES:
The key performance areas of the role will focus on, but not limited to:
1. Timeous and correct physical in-house filing of
Documents and Records in Records Room
Keeping track of whats taken out/returned to Records Room issuing files and documents
Physical maintenance of the filing room in accordance to National Archive regulations (Cleaning and security)
Capturing of invoices
File returned cheques in numerical order
Commercial paper in numerical order/date order from settlement agents
Create new files after approval from Records Specialist
Creating and update of file maps
Ensuring that sufficient filing consumables are available
2. Document Management and Information flow
Newspapers and journals circulation
Cut relevant newspaper articles for record keeping
Ensure that documents and records are filed according to the file plan, RM policies and procedures
Update and control Central Register for documents and actions required
Working closely with all Divisions, ensure that their documents and files are filed correctly
Keep and update registers for documents management on a regular basis
Distributing post and documents to relevant employees, offices or other destination (in & out trays) at least 2 times a day
Open mail, update the Invoice Register on a daily basis with all the invoices received, and
distribute to relevant employees
Print invoices received through invoice inbox and distribute
Assist with annual file audit
Tracking of files being booked out of filing room and returned

3. Library Administration

Process and capture new library materials
Handle Library Requests and issue of Library material
Managing the Library register
File Library Materials

4. Archival Management

Preparing records for disposal and archiving (sorting & arrangement, barcoding, listing