Deputy Director: Records & Knowledge Management

Requirements

NQF level 6 qualification in Public Administration / HR Records / Archival Studies or related field as recognised by SAQA. 5 years’ experience within the field of which 3 years’ experience at junior managerial level in paper-based records management / electronic records management field. Valid vehicle driver’s license (with exception of persons with disabilities). Knowledge & Skills: - Sound and in-depth knowledge of relevant prescripts, application of human records resources as well as understanding of the legislative framework governing the Public Service such as Managerial functions. Finance. Human Resource matters. Planning & organising. Compilation of reports. Analysing. Computer. Standards / Procedures. Needs and priorities of the Department. Ability to interpret and apply policy. Analytical and innovative thinking. Report writing. Workshop presentation and facilitation. Ability to operate computer. Leadership. Project Management. Conflict Management. Financial Management. Strategic Management. Policy Formulation. Adapting during changes to meet the goals. Change / diversity Management.

Key Responsibilities

Ensure the development, implementation, and maintenance of records management systems. Develop, implement, and maintain records management procedure manual. Develop, implement, and maintain records management policy. Develop, implement, maintain and manage General File plan. Manage, facilitate record inspection and audit to determine if records are filed correctly and has been classified to provide quick and efficient retrieval. Manage the implementation of authorized disposal and retention of records. Manage and facilitate the purchasing of necessary resources to enable records management to fulfil its functions. Ensure that the movement and location of the records standards is being adhered to so that records can be easily retrieved. Manage access controls in the records storage arears. Develop, implement, maintain, and manage disaster recovery plan for the protection of vital records and monitor the implementation thereof. Ensure that the development, implementation of records management capacity building programmes are in place and safekeeping of general files. Establish competency framework to identify the skills and knowledge required by all records management staff. Conduct audit of all records management practices against the legal requirements and the records management policy. Manage records management responsibilities of all records management staff are set out in performance agreements. Develop and manage the implementation of training Programme for records management staff. Manage all induction training in the allocation of file reference numbers according to the file both paper-based and electronic records. Ensure that a registry procedure manual is updated regularly. Manage the provision of registry procedure manual and file plans are available for information purpose to all staff members. Ensure that all worn out files covers has been redressed. Manage the provision of folio numbers to all records. Manage the development and implementation of General Records movement file register. Ensure that information security on general records is promoted. Develop training manuals and presentations. Conduct training sessions on records management. 250 Conduct records management awareness sessions. Training Registry Staff on records management systems i.e., File Plans, Procedure Manual and Records Management Policy. Ensure that information can be identified and retrieved when required by providing well-structured record classification and record keeping systems. Manage the retrieval of information required for all requested in accordance with Promotional of Access to Information Act. Ensure that PAIA committee meetings are arranged, and minutes taken. Develop compliance reports and submit them to the Director records Management for finalization that need to be submitted to the Office of the Premier (Transversal Unit), Minister of Justice and Constitutional Development and Human Rights Commission. Develop compliance reports and submit them to the Director Records Management for finalization that need to be submitted to the Minister of Justice and Constitutional Development for publicizing on the Government Gazette. Manage the implementation of general file plan and registry procure manual to all districts is being adhered to Conduct regular inspections of all records storage area to ensure that proper access control are in place. Design staff file plan in accordance with National Archive and Provincial Archivist requirements. Ensure that implementation of files opened are stored according to the file plan, procedure manual and classification system. Ensure that the general file plan and record are storage system is maintained regularly. Develop and implement schedule for records other than the correspondence system. Provide inputs to the system administrator on how the file plan should be implemented electronically. Ensure that schedules pf all applicants for the advertised by the department are in place. Identification of records management systems needs. Collection and soliciting of inputs from record practitioners on the development of records management system. Submit inputs for the ratification of records management systems to the Director Records Management. Ensure that users comply with the requirement of the record management system. Manage the receiving, transfer of general files and facilitate the programme of systematics disposal. Ensure that records are only disposed of in terms of a written disposal authority issued by the Head of Department and Provincial Archivist. Apply the general disposal authority on all records not common to all offices. Apply for disposal authority on all records not covered by the general disposal authority in the custody of the Office by submitting the file plan to the provincial Archivist and Schedule for records other than correspondence system. Review the retention periods of all records before distraction. Ensure the retention periods for the non- archival records are in line with legislative framework. Review the retention periods of all records before destruction. Ensure that non-archival records due for destruction are destroyed at least one year. Ensure that records are only destroyed in terms of the applicable disposal authorities. Ensure that no archival records are destroyed. Ensure that no transfer of records made without the prior consent of the Head of the Department. Liaison with the office of CFO with regard to records keeping of financial records and tender documents. Ensure that all files of all newly appointed tender contracts are opened. Attending to all files ready to be transferred. Develop and maintain transfer-in and transfer-out general records registry. Making follow-ups of all files to be transferred into our department. Apply the general disposal authorities on records common to all offices. Ensure that a register of all disposal authorities issued on the records of the office is kept and updated. Ensure that disposal authority on all records not covered by general disposal authority are listed and considered for disposal. Ensure that destruction certificate is maintained. Facilitate transfer of records to the Archival Repository. Ensure that national minimum information requirements are complied with and monitor the safekeeping of records thereof. Conduct regular inspections to ensure that the storage of all records in all formats and media conforms to the legal requirements and to the storage standards for that specific media type. Conduct regular inspections of all records storage areas to ensure that proper access controls are in place. Submit copies all inspection reports to the Head of Department and Provincial Archivist. Ensure that correct procedures according to security classification policy are applied. Supervise Registry Staff on proper filing of records according to classification policy are applied. Listing of records ready for disposal and retention. Implement and supervise the movement and location of the records so that records can be easily retrieved. Implement access controls in the records storage arears. Ensure that correct procedures according to security classification policy are applied. Develop, maintain and updating of control registry. Provide knowledge management and library management services. Manage the current knowledge management practices as well as design new knowledge distribution policies and encourage use of the new practices. Analysing the effectiveness of the new knowledge management programs by observing its usage and evaluate its impact in terms of the organisational benefits. Interact with staff members, unit managers and the clients. Act as a mediator to answer the queries of the clients and staff about the knowledge management products and practices. Utilize the knowledge base resources and design a training module for the staff and clients to help them access the knowledge management tools. Being responsible for the analysis of social networks and formation of communities of practice within the organization. Encourage the staff and workers to share 251 knowledge effectively and efficiently. Develop compliance reports and submit them to the Director Records Management for finalization that need to be submitted to Office of the Premier (Transversal Unit). Mainstreaming Knowledge Management Process. Answer routine inquiries and refer customers in need of professional assistance to librarian / Director Records Management & Auxiliary Services. Maintain records of items received, stored, issued, returned and file catalogue cards according to system used. Perform clerical activities such as filing, typing, word processing, photocopying, and mailing out material and mail sorting.

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