Records (HR Officer)
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Job closed.
Job Description
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]
- Recommends, and implements a records management framework and classification system.
- Proposes an efficient retrieval guide and information database for employee and office records [electronic – digitization and HRIS].
- Organizes and archives important records through proper classification and indexing, sifting through multiple versions, and discarding properly materials not suitable.
- Conducts regular inventory of records (for creation, processing, storage, retrieval, and disposal).
Records and Information Management
- 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.
- Ensures proper handling of documents to allow for longer life of documents.
- Monitors, tracks, and maintains statistical data and trends pertinent to records management.
- Performs minor document preservation using prescribed archival procedures.
- 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.
- Coordinates with the warehouse provider and ensures that all records transferred to the warehouse follows a specific classification system.
- Approves updates in personal data (for HRIS).
Employee Profiling and Statistics
- Reviews the reports and certifications generated by the HR Assistant.
- 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
- Monitors the signed non-disclosure agreement and terms of agreement of employees.
- Assists in the logistical preparations and distribution of individual memos to employees.
- Assists in the design, production, and issuance of identification and business cards.
Data Control
- Serves as Records Custodian for digital-based records.
- 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
- Ensures the general upkeep of the Records Room.
Perform other duties as may be required by the Immediate Supervisor and authorized representative.
Minimum Qualifications
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
Required Skills
- Organizing and Planning
- Document management system software
- Record Keeping
- Processing Information
- Attention to Detail
- Data Management
- Data Interpretation
Jobs Summary
- Job Level
- Associate / Supervisor
- Job Category
- Human Resources
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Once in a while
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
About Ateneo de Manila University
The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.
Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students.
It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.
The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.