Document Management & Records Administration (1 Year Contract)

About the role

Responsible for supporting the department's Electronic Document Management System (EDMS) initiative and records management activities, including document preparation, scanning, indexing, file tracking, records archiving, and coordination of physical file movement. The role ensures accurate digitization of documents, proper records maintenance, and efficient management of off-site storage activities through Iron Mountain.

Key responsibilities

• Prepare, sort, and organize physical documents for scanning.
• Scan/upload claims, policy, correspondence, and operational documents into the EDMS.
• Perform indexing and classification of scanned documents according to established filing standards.
• Upload scanned documents and ensure proper linkage to claim records.
• Conduct quality checks to ensure documents are complete, legible, and accurately indexed.
• Resolve scanning errors and identify missing or duplicate documents.
• Maintain and organize physical claims and operational files.
• Track file movements between departments and maintain accurate file registers.
• Prepare files for archival and off-site storage and coordinate file transfers to and from Iron Mountain.
• Perform data entry and records updates relating to document management activities.

Requirement:-

• SPM, STPM, Certificate, Diploma, or equivalent qualification.
• Experience in records management, administration, document control, file management, or clerical support is an advantage.
• Strong attention to detail and accuracy.
• Basic computer literacy including Microsoft Office applications.
• Able to maintain confidentiality of sensitive records.
• Ability to effectively use a range of web-based portals, databases, and software applications to support day-to-day operations.