Admin Executive

The job holder is accountable for supporting supervisor in the efficient operation of outsourced and In-house Evidence Act imaging, file retrieval, secured off-site carton storage and perform Business Analysis role.

The job holder’s main responsibilities are:

1. Assist supervisor in managing outsourced Evidence Act Imaging efficiently

• Liaise with users on their requirements, fill up the carton, prepare carton manifest and securely seal the box
• Liaise with vendor on the collection, delivery, document preparation, indexing, imaging of the documents
• Manage the Direct upload daily batch job and ensure re-work (if any) is done correctly and promptly
• Fulfill request for carton boxes, file retrieval and return (by carton box) promptly
• Conduct monthly audit on vendor to ensure the image records are duly purged from server
• Maintain proper records and ensure reconciliation
• Arrange secured shredding of documents after minimum retention period
• Witness off-site secured shredding
• Monitor the services provided to ensure that they are in accordance to contract terms and Service Level Agreement

2. Assist supervisor in managing secured off-site carton storage efficiently

• Liaise with users on their requirements
• Liaise with vendor on the collection, delivery and/or retrieval of carton boxes
• Maintain proper records and ensure reconciliation
• Arrange secured shredding of documents after minimum retention period
• Witness off-site secured shredding
• Monitor the services provided to ensure that they are in accordance to contract terms and Service Level Agreement

3. Perform Scanning of documents and Quality check on image output in accordance with Evidence Act

• Perform pre-check, prepare documents
• Scan and index the documents
• Perform quality check on the image outputs
• Maintain proper records and ensure reconciliation
• Ensure documents are stored securely

4. Assist supervisor in maintaining statistical records

5. Perform Business Analysis role by reviewing and improving workflows and processes, ensure that Standard Operation Procedure documents are promptly updated, do User Acceptance Tests for system enhancements, IT Disaster Recovery exercise, pre and post porting User verifications

6. Perform any other duties as and when assigned by supervisor, the head of section or Head of Office Services

Requirements:

• At least diploma with 1 year of relevant experience in record management
• Good communication skills
• Basic computing knowledge and being proficient in Microsoft Word/Excel is an advantage
• Pleasant disposition and positive attitude
• Can do overtime and/or work on weekend
• Achieve the productivity, timeliness and quality targets of the respective functions
• Demonstrates meticulous attention to detail to ensure zero data breaches and full regulatory compliance.