Manager, Documents Centre
4 weeks ago
Develops and manages an organization-wide records management programs designed to ensure that record keeping and records and documents management practices effectively meet the organization's objectives; and to ensure that the documents management practices comply with the requirements of the National Center for Documents and Archives (NCDA).
**Essential Responsibilities and Duties**:
1.Supervises and coordinates the day-to-day activities of Documents Centre (DC), including the implementation and improvement of approved "Document Management (DM) programs.
2.Ensure proper implementation of government's policies and procedures regarding records and information management. Keeping the concerned staff in Jeddah Branch up to date with current governmental amendments on a regular basis.
3.Coordinates with all related areas/staff in Riyadh and Jeddah to ensure proper implementation and continuous improvement of approved programs and solve any conflicts and avoid any duplication duties.
4.Develops, recommends and proposes Administrative Policies and Procedures (APPs) submitted to Document Committee for study and approval in records and information filed, retention and disposal of Hospital records, controlling and handling confidential documents, records classification and information technical solutions, and Coordinates with all related areas/services to ensure proper implementation and continuous improvement of approved programs.
5.Ensures proper implementation of Documents Management System in Documents Center Section is according to the Hospital plan within the National Center for Documents and Archives (NCDA) Saudi guidelines.
6.Participates and implement the e-government project range from " the use of information technology to free movement of information to overcome the physical bounds of traditional paper and physical based system" this applies to Enterprise Correspondence System (ECS), archiving and imaging systems "Scanplus, Indexplus and Documentum”.
7.Work as Hospital Liaison with Institute of Public Administration (IPA) to maintains accurate vital and important records such as Royal Orders, Circulars of the Royal Cabinet, Circulars of Government Ministries are available as needed. Use the granted access to Institute of Public Administration governmental Documents database to complete and update the Hospital vital records database (DMS).
8.Coordinates and directs activities of Records Destruction Sub-committee to ensure accurate records disposal procedures for obsolete records applied, assure compliance with NCDA regulations and to Submit periodical reports and schedules including all necessary information to Documents Committee on monthly base. Ensures proper disposal of confidential Records.
9.Implements and improve of a organization-wide, effective and efficient documents management system, and monitors activities of departments related to its implementation; and establish a system for the handling-g and safe keeping of vital and confidential documents.
10.Maintains accurate records of all transactions, updated manuals assigned services/functions, ensures dissemination and submits periodical various reports on all activities and recommends improvements.
11.Assists in the development, update and implements approved “Document Management” (DM programs, which are designed to facilitate effective and efficient safe guarding, archival, retention and retrieval of Hospital documents. Coordinates with the assists users in all aspects of approved programs.
12.Implements and recommends improvements to an approved unique “Correspondence Coding” system for all existing and/or new departments to ensure that official “Internal and External” correspondence are promptly identifiable, achievable and retrievable.
13.Supervises the implementation of an approved “Electronic Archive” system (which may include document imaging, microfilm, microfiche, scanning or newly developed Hospital accepted methods)for all appropriate documents, Make sure that the Hospital records/documents on all old archiving/imaging systems migrated and transferred to the new system accurately.
14.Monitors and supervises the implementation of an approved “Records Recycling & Disposal” (RRD) program for all active and/or inactive documents.
15.Assists with applicants’ interviews and recommends subordinates performance evaluation.
16.Participates in self and others’ education, training and developing, as applicable.
17.Follows all hospital related policies and procedures.
18.Performs other related duties as assigned.
**Education**:
Master’s or Bachelor's Degree in Business, Public, Hospital Administration or other related discipline required.
**Experience Required**:
Five (5) years of related experience with Master’s, or seven (7) years' with Bachelor’s Degree in the Record Management field including two (2) years in a supervisory capacity is required.
**Other Requirements(Certificates)**:
- Saudi
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