Executive (Record Management)

About the Role

This position is part of the Ministry of Home Affairs (MHA)'s Civilian Generalist career path. As an Executive in Record Management, you will be responsible for overseeing the department's records management operations under the guidance of the Assistant Director (Administration & Record Management). Your key contributions will involve supporting digital transformation initiatives, enhancing existing processes, and collaborating with various stakeholders to bolster the effectiveness of records management practices.

Responsibilities

• Oversee the management of the department's official records and implement a robust records management framework that adheres to all regulatory mandates.
• Supervise personnel involved in registry and mailroom operations, addressing inquiries and fulfilling record retrieval requests from different units.
• Maintain the established file classification system and liaise with file owners regarding retention schedules, including the process of submitting records to the National Archives of Singapore (NAS).
• Promote awareness of proper record-keeping standards and conduct compliance checks across all units.
• Act as the System Administrator for the e-Registry System, contributing to its development and providing user guidance.
• Identify and manage the preparation of records designated for archival, digitization, and transfer to NAS.
• Assist in the review of public archives for potential declassification.
• Deliver training sessions on records management policies, procedures, and systems.
• Evaluate and refine workflows to boost operational efficiency and effectiveness.
• Utilize digital tools, including generative AI, to optimize records management processes.

Requirements

• Demonstrated experience in records management, with a preference for candidates who have worked within a government agency.
• Proficiency with Records Management Systems and standard Microsoft Office applications (Word, Excel, PowerPoint).
• Excellent communication, presentation, and interpersonal abilities to effectively engage with a diverse range of stakeholders.
• Possess strong analytical, meticulous, and resourceful qualities, coupled with a genuine interest in records management and archival work.
• Capacity to work autonomously and cooperatively within a team environment.
• Comfortable in leading, mentoring, and managing relationships with vendors and contractors.
• Aptitude for technology and IT systems.

Additional Information

This role is part of MHA’s Civilian Generalist career track.