Description

Job Purpose

We seek an energetic and dynamic individual to support the development and maintenance of A*STAR’s document archive, ensuring timely access to information and the development of a robust knowledge base, while supporting the implementation and maintenance of records management systems that comply with statutory requirements, organizational policies, and IM4L standards.

Job Responsibilities

• Organise, classify, and maintain records in all formats in accordance with A*STAR policies and SOPs as well as IM4L and other relevant regulatory compliance standards.
• Assist in monitoring adherence to records management policies, regulations, and retention schedules through regular audits and updates.
• Manage A*STAR’s electronic records management system (ERMS) that holds official A*STAR records from creation, maintenance, appraisal, disposition, and declassification.
• Monitor and track inventory of physical files containing classified records and facilitate the timely retrieval and transfer of such records while ensuring proper access controls are in place.
• Assist as liaison with the National Archives of Singapore on records matters such as file / records appraisals, declassification of records, transfer of records, etc.
• Respond to internal requests for information promptly and professionally.
• Provide administrative and operational support for records-related initiatives, including digitisation and system upgrades, billing and invoicing, outreach, and engagement, etc. 

Requirements

• A bachelor's degree in information management, Library Science, Business Administration, or a related field is required; however, candidates with substantial relevant experience who do not meet the educational qualifications are also encouraged to apply.
• A minimum of three years’ experience in records management or information governance is preferred; candidates who are recent graduates with relevant internship experience may also be considered.
• Preference is given to applicants who have records management experience in a public sector agency or setting.
• Handles confidential information with integrity and responsibility.
• Demonstrates knowledge of, and adherence to, IM4L guidelines as well as all other statutory and regulatory standards.
• Is familiar with file taxonomy and operational principles, enabling the setup of file plan structures and effective categorization of records for efficient retrieval.
• Maintains accuracy in classifying records and entering data across all formats, including digital, physical, media, and audio.
• Is proficient in Microsoft 365 applications, including Outlook, Teams, Word, PowerPoint, Excel, and Copilot.
• Works collaboratively with colleagues and actively contributes to team objectives