Executive/ Senior Executive
2 weeks ago
[What the role is]
The Records Management Department (RMD) oversees NEA’s records management practices. It aims to promote a comprehensive and compliant records management system, in line with the government’s instruction manual on the management of public records (IM4L) as important corporate assets that support ongoing business needs, uphold good corporate governance and accountability, and preserve narratives of national or historical significance to Singapore. RMD also supports NEA’s knowledge management initiatives by promoting the effective capture, classification, and retention of records as important knowledge assets.
[What you will be working on]
As an Executive/ Senior Executive in RMD, you will work in partnership with line departments to support their physical recordkeeping needs. This includes supporting the operations of RMD’s registry rooms and the smooth running of processes involving the creation, issuance, deposit, retrieval, retention, and disposal of physical files. You will be responsible for the following:
Registry Room Operations
- Administer NEA’s File Inventory Management System (FIMS) for physical records.
- Liaise with line departments to clean up records inventories.
- Physically tagging official NEA files with Radio-frequency identification (RFID) tags.
- Onboard records inventories and metadata into FIMS.
- Support the conduct of regular record mustering / inventory stocktake.
- Facilitate disposal of records which have passed retention.
- Manage record deposit and retrieval requests from line departments.
- Perform issuance of new physical files.
- Facilitate submission of Legal Deposits to the National Archives of Singapore (NAS).
- Facilitate submission of International Agreements / MOUs to Treaties Section of Attorney-General’s Chambers (AGC).
- Support procurement of supplies for registry room operations.
Other Support Roles
- Conduct independent audit reviews of eRegistry logs to identify irregularities in NEA’s digital records management system.
- Support the running of training efforts to raise records management awareness amongst NEA staff.
- Any other tasks to support the functioning of an effective RMD.
[What we are looking for]
- 1-2 years of relevant working experience in the areas of Records Management and Administration.
- Proficient in Microsoft Office Excel, e.g. handling excel spreadsheets and functions, producing operational reports and creative presentations.
- Love to take initiative and carry out plans.
- Communicate in a friendly manner and enjoy working with others.
- Meticulous and pays attention to the finer details.
- Organised and able to multi-task.
- Outgoing and pleasant personality.
- Responsible, taking ownership and accountability for your work.
- As part of the shortlisting process for this role, you may be required to complete a medical declaration and/or undergo further assessment.
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