MAIN JOB PURPOSE

The incumbent will be responsible for the active and suitable tracking, auditing and management of the Signa Group and subsidiaries information, records and documents life cycle – from their creation right through to their disposal, including all aspects of relevant legal and statutory compliance related to information management.

QUALIFICATIONS & EXPERIENCE

? Grade 12 (Matric)
? Computer literacy with Google Suite, MS Office /O365
? Course certifications in the use and application of the Google software eco system
? A relevant diploma or certification in respect of Information, Records Management, Business Knowledge
Management / Archives or a related discipline
? Demonstratable experience in an Information Management role.
? Familiarity or certification or experience within the knowledge domains of the POPIA Act and or data
security and privacy
? 3 years or more Record Management experience
? Prior experience in the disciplines of Internal auditing or IT security compliance will be advantageous

DUITES & RESPONSIBILITIES

The duties include the following:
Scope: ALL Electronic and paper-based documentation / records generated, shared or persisted with the Group

1. RDMS doc & record Administration
o Provide leadership and oversee the business function of “Document Management / Record
retention & Compliance” with the Group
o Conduct Information system administration
o Ensure Protection of Personal Information Act 4 of 2013 [POPI] compliance, auditing and control
as a support to the Information Officers in the company
o Enforce Records and Document Management System [RDMS] and POPI rules

2. RDMS Security & Compliance Management
o From a document sharing and design perspective, assist with system security requirements
to ensure information security and avoidance of breaches of personal and company information
security
o Act as the central liaison to own and report on data breaches reported within the Group entities
o Assist and co-sign off with any change requests made by the entities in respect of their
respective folder structures
o Annually review and update all IT and information policies

3. RDMS Communication and Change Management
o Act as the responsible party to communicate the objectives of both POPIA and the RDMS system
to Business Units.
o Collaborate and interact with Group IT to assist with PC file sync methods and issues that
may hinder effective use of the collaborative tools (RDMS)

4. Stakeholder Engagement
o Attend and report the RDMS folder statuses to the IT Governance and Steering committee
o Provide appropriate support to internal teams as required.

COMPETENCIES & SKILLS

? Someone with IT understanding that can navigate information systems and understand the bigger picture
and implications of any changes that are made.
? Can look at the back end and understand what they see and what needs to be done
? Familiarity with the following software: TeamViewer, Windows and Google drive, MS Office/ Office365 +
Sharepoint online so that when a user needs assistance with Google file stream or records and documents
and information management they can assist
? A good administrator, able to do project timelines and follow through systematically, going through them
and updating and then following through with the different business entities.
? A good communicator who is able to influence people and sell them on the benefits of using a records,
document and information system and a way of doing things.
? Self-motivated – independent worker
? Assertive and proactive individual
? Methodical with attention to detail is essential
? Able to work with diverse users and business units
? Understands the POPI and PAIA Acts and related Legislation and able to communicate it to managers and
users alike

POPI

By applying for this position, you consent in terms of the Protection of Personal Information Act (POPI Act) to your personal information being obtained; utilised and stored by the Company through inter alia,
reference checks, credit checks and trace reports.

Must comply with all OHS, Security and and disease control requirements on company and client environment as require

Required start date: 01.04.2022