Records & Document Management Specialist (Head Office)

Honour’s degree in Information Management, Records Management or similar postgraduate qualification (NQF Level 8) Familiarity with Electronic Documents and Records Management System (EDMS) platforms and cloud-based storage solutions. 7 years’ experience in working with and/or implementing and managing an electronic documents and records management system. 7 years’ experience to develop and implement records management awareness and training program. An ability to work independently. Knowledge of compliance frameworks and digital tools. Strong organizational, analytical, and communication skills. An ability to manage projects using a collaborative and professional approach and to operate well under pressure. Code 8 Drivers License Advantageous Experience: Experience in implementation of records management within the governmental environment. 5 years’ records management experience, preferably in public sector. Ability to apply change management which will directly influence speed of adoption and proficiency. When submitting your application for a position, please adhere to the following: CVs received after the closing date will NOT be considered. The Job Title and Reference number for the relevant position must appear in the subject line of your application. The CV must be in PDF format. Copies of all qualifications must be provided. Copies of identity document must be provided. Two contactable references must be provided. Kindly take note if you have not been contacted within twenty-one (21) working days of the closing date; please consider your application unsuccessful. Should you not comply with the above requirements your application will NOT be considered. Conditions of service: The HDA is an equal opportunity employer Appointments will be made in accordance with the HDA Employment Equity policy and priority given to people living with disabilities and females South African citizens from ethnic groups listed as Africans, White, Indian and Coloured populations are all encouraged to apply for job opportunities in the HDA . The HDA reserves the right not to make an appointment. We thank all applicants for their interest. Communication will be conducted with short-listed applicants only. The HDA operates in accordance with the Protection of Personal Information Act 3 of 2013 (“POPI Act”), and by submitting your personal information to the HDA (by way of application and/or providing any other documentation as may be required during the recruitment process), you agree that the HDA may utilise and process your personal information in accordance with the POPI Act.

Organizational Alignment Directly enables delivery of the CTIO Strategy by strengthening data-driven decision-making and accelerating digital transformation outcomes. Strengthens governance, oversight, and transparency across project delivery and financial reporting. Provide enterprise-wide specialist expertise and facilitate oversight for the implementation of records and information management strategies and action plans across the HDA. Align records governance and sound recordkeeping practices to HDA business objectives, ensuring records management initiatives are embedded within the broader CTIO strategic plan. Establish, implement, and continuously improve records management policies, procedures, and operating standards, ensuring full compliance with the National Archives and Records Service Act (Act No. 43 of 1996). Enable approval and maintenance of records classification frameworks for manual and electronic records, and ensure implementation to enable consistent information organization, efficient retrieval, and audit-ready compliance. Governance and Compliance Provide support in enterprise oversight and strategic coordination of records management, governance, risk, and compliance activities. Assess departmental compliance through targeted inspections, ensuring recordkeeping controls are consistently applied and records are maintained in secure custody. Facilitate periodic audits of Records Management Policy and Procedures implementation, using approved standards and performance metrics to quantify compliance levels and drive continuous improvement. RDM Programme and Projects Provide specialist expertise and facilitate enterprise oversight of HDA’s records management program to strengthen information governance across the full records lifecycle (creation, storage, digitization and disposal), including implementation of the Electronic Document and Records Management System (EDRMS), in alignment with the HDA CTIO strategy. Operations Management Ensure timely, controlled access to organizational records through approved records classification and recordkeeping systems (File Plan and ROCS), in line with National Archives requirements. Maintain clear enterprise guidance for the compilation, implementation, and ongoing management of the File Plan, as prescribed by National Archives professionals. Embed records classification awareness into all induction and onboarding programmes to reinforce consistent recordkeeping practices. Govern information security classification and declassification in accordance with the Minimum Information Security Standards (MISS). Ensure records disposal occurs only under an approved written disposal authority issued by the National Archivist. Set and approve retention periods for non-archival records in consultation with key stakeholders, ensuring alignment to applicable legislative and regulatory requirements. Develop and maintain the Records Retention Schedule (RRS), periodically reviewing retention periods prior to destruction and documenting the rationale for any changes. Coordinate the controlled destruction of eligible non-archival records at least annually, and enforce legal holds to prevent disposal where records are required for litigation or access-to-information requests. All destruction is executed strictly in accordance with the applicable disposal authorities. Electronic-record destruction events are fully captured and retained within the system audit trail. Destruction certificates are compiled and retained for audit and assurance purposes. Safeguards are in place to ensure that archival records are not destroyed. Reduce operational effort and cost by minimising manual document retrieval, rework, and duplication. Enterprise Content Management (ECM) Provide guidance to enable the successful transition to an ECM-as-a-Service solution and deliver the HDA’s ECM vision by closing identified gaps in the current ECM environment. Define and maintain a clear, compelling ECM programme vision and mission aligned to HDA strategic goals, translating strategy into an executable roadmap and priorities. Engage and influence executive and operational stakeholders across departments to confirm requirements, manage expectations, and ensure ongoing communication and participation throughout the ECM implementation lifecycle. Enforce enterprise classification and indexing standards to improve information findability, regulatory compliance, and operational usability. Establish robust metadata governance, quality controls to enhance enterprise search, retrieval, and records management outcomes. Electronic Documents and Records Management (EDRMS) Champion the implementation of automation and paperless process improvements. Provide enterprise oversight for the management of born digital records, ensuring compliance with National Archives and Records Service requirements and sound information governance. Establish and enforce quality controls to confirm the accuracy, completeness, and integrity of digitised (scanned) records. Drive end to end lifecycle governance for HDA electronic records from creation and use through retention and authorised disposal. Improve organisational efficiency while safeguarding archival records to support long term institutional memory and compliance. Commission regular sampling and assurance checks to validate migration and long-term preservation controls, and to confirm ongoing accessibility and usability of electronic records. Risk Mitigation Provide governance oversight to ensure compliance with HDA legislative and regulatory obligations, with unit risks proactively identified, assessed, and mitigated. Reduce enterprise exposure to non-compliance, information loss, and adverse audit outcomes. Strengthen information security controls and business continuity/disaster recovery readiness. Commission regular compliance inspections to ensure records storage across all formats meets statutory requirements and applicable media-specific standards. Ensure storage control gaps are remediated promptly, with accountable ownership and management reporting. Stakeholder management and communication Facilitate strategic stakeholder engagement (internal and external) to proactively resolve issues, strengthen transparency, and ensure operational continuity. Maintain executive-level relationships with key external stakeholders (e.g., NARSSA) to ensure alignment, compliance, and timely support. Secure alignment and sponsorship from key internal stakeholders to enable adoption of records and information management initiatives. Represent HDA in relevant industry forums and professional associations to inform strategy and ensure continued alignment with emerging standards and best practice. Monitoring and Evaluation Champion and provide oversight for organisational compliance with records management frameworks, policies, and procedures, ensuring alignment with legislative and regulatory requirements. Facilitate and govern structured compliance monitoring and inspection programmes to ensure that the storage and management of records, across all formats and media, consistently meet legal obligations and recognised standards for each media type. Ensure robust risk management and accountability mechanisms are in place to promptly address and remediate identified deficiencies in the safe storage and handling of records. Champion strategic continuous improvement by overseeing the review, development, and implementation of enhanced records management policies, procedures, and practices in line with evolving best practice and compliance requirements. Provide oversight of compliance self-assessments and maturity evaluations, using outcomes to measure organisational capability, inform decision-making, and strengthen records management governance. Financial Management Provide unit financial monitoring and stewardship to ensure the optimal allocation and utilisation of resources, including directing the development, consolidation, and submission of budgets for approval. Facilitate and govern procurement planning and financial execution, ensuring alignment with organisational priorities, regulatory frameworks, and sound financial management practices, including oversight of payment processes. Champion and support the identification, motivation, and prioritisation of financial and resource requirements to RDM strategic objectives and operational sustainability. Provide inputs for RDM operational expenditure, including the governance of contractual obligations and cost optimisation relating to unit-based and service contracts. Ensure financial compliance and accountability through the review and processing of monthly invoices for services rendered, confirming accuracy, compliance, and value for money. People Management and Leadership Provide supervision and direction for the continuous enhancement, governance, and sustainability of the Records and Document Management (RDM) function within the HDA, ensuring alignment with organisational goals and regulatory requirements. Facilitate a high-performance culture through effective people management, including performance oversight, talent development, succession planning, and the promotion of continuous professional growth within the RDM function.

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