Records (HR Officer)  

Under the Supervision of the HR Governance Section Head, the HR Officer is tasked to ensure the effective and efficient management of employee and office records system.

Records Management Framework and Classification System [for individual and organization records]

1. Recommends, and implements a records management framework and classification system.
2. Proposes an efficient retrieval guide and information database for employee and office records [electronic – digitization and HRIS].
3. Organizes and archives important records through proper classification and indexing, sifting through multiple versions, and discarding properly materials not suitable.
4. Conducts regular inventory of records (for creation, processing, storage, retrieval, and disposal).

Records and Information Management

1. Implements and ensures an efficient, systematic, and secure process to manage the records created, stored, and disposed by the Office ensuring compliance with the records management policy of the office and University data protection policies.
2. Ensures proper handling of documents to allow for longer life of documents.
3. Monitors, tracks, and maintains statistical data and trends pertinent to records management.
4. Performs minor document preservation using prescribed archival procedures.
5. Coordinates with the different OHRMOD sections for the receipt of the initial 201 folders, ensuring that all folders pertaining employee records are accurate, up-to-date, and complete.
6. Coordinates with the warehouse provider and ensures that all records transferred to the warehouse follows a specific classification system.
7. Approves updates in personal data (for HRIS).

Employee Profiling and Statistics

1. Reviews the reports and certifications generated by the HR Assistant.
2. Generates profile data and/or reports requested by units and individual employees (for accreditation, surveys, statistics, employee list, excellence awards, etc.)

Employee Data and Records

1. Monitors the signed non-disclosure agreement and terms of agreement of employees.
2. Assists in the logistical preparations and distribution of individual memos to employees.
3. Assists in the design, production, and issuance of identification and business cards.

Data Control

1. Serves as Records Custodian for digital-based records.
2. Serves as Records Scheduler, recommending a data and document creation, collection, processing, storage, retrieval, release, retention, and disposal schedule, based on trends and applicable laws.

Records Room

1. Ensures the general upkeep of the Records Room.

Perform other duties as may be required by the Immediate Supervisor and authorized representative.

Knowledge, Skills and Abilities:

• Meticulous and keen attention to details are must have qualities
• Knowledge of integrated document management, records management, institutional archiving systems, standards, and procedures
• Knowledge of data privacy laws
• Knowledge of archival procedures
• Ability to articulate ideas, identifying the information needed, clarifying what the client needs and communicating clearly what is required
• Ability to analyze trends and write reports
• Ability to effectively and efficiently prioritize and manage multiple projects at the same time
• Administrative and organizational skills
• Analytical skills
• Proficiency in office productivity software (especially MS Excel) and HR information systems

Education and Experience Requirements:

• Bachelor’s degree
• ISO certification for records management
• 2-year experience in records management