JOB DESCRIPTION
POST TITLE : CERTIFICATION AND RECORDS ADMINISTRATOR
DIVISION/DEPARTMENT : REGISTRAR
REPORTS TO : ASSISTANT REGISTRAR – EXAMS, CERTIFICATION & RECORDS
JOB SUMMARY
Under general supervision of the Assistant Registrar – Exams, Certification & Records, Certification and Records Administrator has to effectively and appropriately manage institutional students records and certification, and identify which records are preserved for historical and research purposes and which have to be destroyed.
RESPONSIBILITIES
The key duties of the post are as follows :-
- Responsible for development, and implementation of new records management strategies and systems;
- Development of a Records Management Policy;
- Maintain past and present students’ records or files;
- Evaluate the current records management system and recommends new or complementary ones;
- Lead and manage the data migration project to a digitalised system;
- Responsible for sorting and organizing of records;
- Establish retention and disposal schedules/plans for student records;
- Store, retrieve, and preserve or destroy records;
- Keep complete record of movement of documents and ensure that they are returned after use;
- Maintain absolute privacy and confidentiality by securing and managing records;
- Oversee the security of transcripts and certificates and ensure that they bear the required security features and continuously work on improving them;
- Verification of qualifications with local institutions/ bodies locally, regionally and internationally;
- Assist with Graduations and other major institutional events.
NB* Because of the changing nature of our business your job description will inevitably change. You will, from time to time, be required to undertake other activities of a similar nature that fall within your capabilities as directed by management.
Competencies
- Absolute Confidentiality and sensitivity to information
- Ability to work with multiple and diverse constituents within LP and outside and assist with information
- Organisation and problem solving skills
- Strong critical and analytical skills
- Demonstrate high ethical and professional behaviour in managing records
- Knowledge and experience in networking and relationship building
Qualifications and Experience
- Degree in Records Management, Office Administration or related field
- 3-5 years’ experience in a similar role, with emphasis on record keeping and management.
JOB SPECIFICATION
Employment type
The appointment for the position is permanent.
HOW TO APPLY
Interested and suitably qualified candidates should hand-deliver their detailed applications to the LP Human Resources Office which is situated at the Administration 1 Building. The applications should be accompanied by: Curriculum Vitae, Certified copies of Educational Certificates and academic transcripts on or before Friday, 24th MARCH, 2023 at 1500 hours.
Applications should be addressed to:
The Secretary
Staff Appointments and Promotions Committee
Lerotholi Polytechnic
P.O. Box 16
Maseru 100
Lesotho