Records Assistant

Job Description

HCCL HOLDINGS
Hwange Colliery Company Limited Holdings

VACANCY

RECORDS ASSISTANT

Hwange Colliery Company Limited Holdings, a local diversified mid-tier company with business interests in Mining, Real Estate, Health Care, Energy, Agriculture and Financial Services has a vacancy under the Hwange Mining and Processing Company for a Records Assistant.

Applications are invited from suitably qualified candidates who meet the following minimum requirements.

Duties and Responsibilities

KEY RESULT AREAS

* Records Administration: Support the management of physical and electronic records across HCCL Holdings by ensuring accurate classification, filing, tracking, retrieval and disposal in line with approved records management policies and procedures.
* Compliance and Efficiency: Enhance records accessibility, audit readiness, regulatory compliance, operational efficiency and preservation of corporate information assets.
* Records Management System Maintenance: Oversee indexing, coding, barcoding and database updates within the records management system.
* Records Movement Control: Maintain the records movement register and monitor the check-in and check-out of files.
* Reporting: Prepare and submit monthly records reports and statistics.
* Stakeholder Liaison: Work with departments to ensure adherence to proper records creation and submission standards.
* Registry and Archive Management: Maintain a clean, organized registry and archive area.

Qualifications and Experience

PERSON SPECIFICATION

* Mature individual aged 25–45 years with strong analytical, communication and interpersonal skills.
* High attention to detail and accuracy.
* Ability to handle confidential information with the utmost professionalism and integrity.
* Proven ability to work effectively under pressure and meet deadlines.
* Sound problem-solving and decision-making abilities.
* Ability to adhere to and maintain established records management standards and procedures.

JOB SPECIFICATIONS

* Diploma or Higher National Diploma in Records Management, Library and Information Science, Archives Administration, Information Management, Business Administration or equivalent.
* Degree will be an added advantage.
* Computer literacy with proficiency in Microsoft Office applications.
* Knowledge of Electronic Document and Records Management Systems (EDRMS).
* At least 2 years’ experience in records management, registry administration, archives management or a related administrative environment.
* Experience in records filing systems, records tracking, document control and registry operations.
* Exposure to digitization projects will be an added advantage.