Records Officer
HFC Limited, the banking and property finance subsidiary of HF Group, has an exciting opportunity in our Human Resources Department. We are seeking a talented, dynamic, self-driven, and results-oriented individual who is committed to performance, excellence, and participating in our growth strategy.
The job holder will ensure that documents are files, distributed, retained and stored in a way that time serving the operational needs of HFC Limited and preserving an adequate historical record. To give document filing and retrieval services to the business in a prompt and efficient manner for ease of reference.
Deadline: 2025-08-18
Category: Human Resources
Subsidiary: HFC
Principle Accountabilities
- Deal with all requests to access files and keep logs of borrowed Employee files.
- Develop an efficient filing system to make updating and retrieving files easier.
- Check incoming paperwork and make sure they are stored in the respective files.
- Set up and review documentation records systems.
- Prepare, scan, reassemble and index documents.
- Sort all papers alphabetically and according to content, dates, significance etc.
- Create or update records with new files and information.
- Store all paperwork in designated places securing the important documents.
- Enter paperwork into an electronic system either by data entry or by using optical scanners.
- Monitor inventory of files, confidential documents and report shortages.
- Advise on new records management policies, providing a framework to guide the staff in the management of their records and use of Documents Management.
- Locate and isolate outdated or unnecessary records ready for disposition or transfer to the archive according to the Records Management policy.
- Find, retrieve and disburse information from files in response to phone or physical requests from authorized staff.
- Keep complete and accurate records of documents requested, filed or removed, using appropriate physical and electronic registers as well as tracking documents removed from files to employees that requested files/documents are returned after use for proper storage.
- Ensure compliance with relevant legislation and regulations on confidentiality and Data.
- Follow policies and confidentiality dictations to safeguard data and information.
- Carry out regular records Audit to ensure all documents & staff files are well secured and accounted for.
- Any other duty that may be assigned by the Line Supervisor, Head of HR or any authorized officer.
Key Competencies and Skills
Technical Competencies
- IT Skills.
- Data entry skills.
- Digital record management skills.
General Competencies
- Results oriented.
- Good command of English both oral and written.
- Dependable with a respect to confidentiality and policies.
- Excellent interpersonal skills.
- Negotiation skills.
- Team player.
- High integrity.
- Discretion.
Minimum Qualifications, Knowledge and Experience
- Bachelor’s degree in Records Management or related field.
- Proven experience as a records officer or file clerk.
- Knowledge of filing systems.
- Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
- Good command of English both oral and written.
- Dependable with a respect to confidentiality and policies.
