Head of Documents Centre

1 week ago

Riyadh, Saudi Arabia King Faisal Specialist Hospital and Research Centre Full time

Manages and organizes the daily activities of Documents Center Department to ensure work operations arehandled efficiently, develops an organization-wide records management programs designed to ensure thatrecord and documents management practices effectively meet the organization’s objectives.

**Essential Responsibilities and Duties**:
1. Develops, implements, continuously monitors and updates as necessary the department’s goals, objectives,policies and procedures and other official documents.

2. Oversees orientation and on-boarding processes of new hires to enhance staff experience at theOrganization.

3. Supports and monitors Saudization within the Organization, including priority in promotion.

4. Participates in selecting, recruiting, training, retaining, and evaluating assigned personnel. Maintains apositive working environment to implement policies, correct deficiencies and implements disciplineprocedures. Delegates authorities, and establishes and maintains a formal means of accountability on thepart of subordinates.

5. Assigns work, establishes priorities, monitors performance and submits periodical clear and conciseadministrative and financial reports for all assigned services/functions.

6. Ensures proper implementation of government's policies and procedures regarding records and informationmanagement. Keeping the concerned staff in Jeddah and Madinah Hospitals up to date with currentgovernmental amendments on a regular basis.

7. Ensures proper implementation of Documents Management System in Documents Centre Department isaccording to the Organization plan and the National Centre for Archives and Records (NCAR) SaudiGuidelines.

8. Coordinates with the National Centre for Archives and Records for implementation of new applicableregulations, bylaws, and guidelines provided by this governmental entity. Supervises the implementation ofan approved "Electronic Archive" system for all appropriate documents, make sure that the Hospitalrecords/documents on all old archiving/imaging systems migrated and transferred to the new systemaccurately.

9. Participates in the e-government project range from the use of information technology to free movement ofinformation to overcome the physical bounds of traditional paper and physical based system this applies toEnterprise Correspondence System (ECS), archiving and imaging systems "Scanplus, Indexplus andDocumentum.

10. Works as Hospital Liaison with Institute of Public Administration (IPA) to maintains accurate vital andimportant records such as Royal Orders, Circulars of the Royal Cabinet, Circulars of Government Ministriesare available as needed. Use the granted access to Institute of Public Administration governmentalDocuments database to complete and update the Organization vital records database DMS

11. Coordinates and directs activities of Records Destruction Sub-committee to ensure accurate records disposalprocedures for obsolete records applied, assure compliance with NCDA regulations and to submit periodicalreports and schedules including all necessary information to Documents Committee as needed. Ensuresproper disposal of confidential Records.

12. Implements and improves of an organization-wide, effective and efficient documents management system,and monitors activities of departments related to its implementation; and establish a system for the handlingand safekeeping of vital and confidential documents.

13. Maintains accurate records of all transactions, updated manuals assigned services/functions, ensuresdissemination and submits periodical various reports on all activities and recommends improvements.

14. develops "Document Management" programs, which are designed to facilitate effective and efficientsafeguarding, archival, retention and retrieval of Organization documents. Coordinates with the assist’s usersin all as aspects of approved programs.

15. Follows all Organization’s related policies and procedures.

16. Participates in self and others' education, training and development, as applicable.

17. Performs other related duties as assigned.

**Education**:
PhD, Master’s, or Bachelor’s Degree in Business Administration, or other relateddiscipline is required.

**Experience Required**:
Six (6) years with PhD, nine (9) years with Master’s or eleven (11) years withBachelor’s Degree of professional related experience including four (4) years in aSenior/supervisory capacity is required.

**Other Requirements(Certificates)**:
Saudi National Only.

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