MANAGER, DOCUMENTS CENTRE

Develops and manages an organization-wide records management programs designed
to ensure that record keeping and records and documents management practices
effectively meet the organization's objectives; and to ensure that the
documents management practices comply with the requirements of the National
Center for Documents and Archives (NCDA).

Essential Responsibilities and Duties

‎1.Supervises and coordinates the day-to-day activities of Documents Centre
(DC), including the implementation and improvement of approved "Document
Management (DM) programs.
‎2.Ensure proper implementation of government's policies and procedures
regarding records and information management. Keeping the concerned staff in
Jeddah Branch up to date with current governmental amendments on a regular
basis.
‎3.Coordinates with all related areas/staff in Riyadh and Jeddah to ensure
proper implementation and continuous improvement of approved programs and
solve any conflicts and avoid any duplication duties.
‎4.Develops, recommends and proposes Administrative Policies and Procedures
(APPs) submitted to Document Committee for study and approval in records and
information filed, retention and disposal of Hospital records, controlling and
handling confidential documents, records classification and information
technical solutions, and Coordinates with all related areas/services to ensure
proper implementation and continuous improvement of approved programs.
‎5.Ensures proper implementation of Documents Management System in Documents
Center Section is according to the Hospital plan within the National Center
for Documents and Archives (NCDA) Saudi guidelines.
‎6.Participates and implement the e-government project range from " the use of
information technology to free movement of information to overcome the
physical bounds of traditional paper and physical based system" this applies
to Enterprise Correspondence System (ECS), archiving and imaging systems
"Scanplus, Indexplus and Documentum".
‎7.Work as Hospital Liaison with Institute of Public Administration (IPA) to
maintains accurate vital and important records such as Royal Orders, Circulars
of the Royal Cabinet, Circulars of Government Ministries are available as
needed. Use the granted access to Institute of Public Administration
governmental Documents database to complete and update the Hospital vital
records database (DMS).
‎8.Coordinates and directs activities of Records Destruction Sub-committee to
ensure accurate records disposal procedures for obsolete records applied,
assure compliance with NCDA regulations and to Submit periodical reports and
schedules including all necessary information to Documents Committee on
monthly base. Ensures proper disposal of confidential Records.
‎9.Implements and improve of a organization-wide, effective and efficient
documents management system, and monitors activities of departments related to
its implementation; and establish a system for the handling-g and safe keeping
of vital and confidential documents.
‎10.Maintains accurate records of all transactions, updated manuals assigned
services/functions, ensures dissemination and submits periodical various
reports on all activities and recommends improvements.
‎11.Assists in the development, update and implements approved "Document
Management" (DM programs, which are designed to facilitate effective and
efficient safe guarding, archival, retention and retrieval of Hospital
documents. Coordinates with the assists users in all aspects of approved
programs.
‎12.Implements and recommends improvements to an approved unique
"Correspondence Coding" system for all existing and/or new departments to
ensure that official "Internal and External" correspondence are promptly
identifiable, achievable and retrievable.
‎13.Supervises the implementation of an approved "Electronic Archive" system
(which may include document imaging, microfilm, microfiche, scanning or newly
developed Hospital accepted methods)for all appropriate documents, Make sure
that the Hospital records/documents on all old archiving/imaging systems
migrated and transferred to the new system accurately.
‎14.Monitors and supervises the implementation of an approved "Records
Recycling & Disposal" (RRD) program for all active and/or inactive documents.
‎15.Assists with applicants' interviews and recommends subordinates performance
evaluation.
‎16.Participates in self and others' education, training and developing, as
applicable.
‎17.Follows all hospital related policies and procedures.
‎18.Performs other related duties as assigned.

Education

Master 's or Bachelor's Degree in Business, Public, Hospital Administration or
other related discipline required.

Experience Required

Five (‎5) years of related experience with Master 's, or seven (‎7) years' with
Bachelor's Degree in the Record Management field including two (‎2) years in a
supervisory capacity is required.

Other Requirements(Certificates)

• Saudi National Only.


• Knowledge of electronic archiving, imaging systems, microfilm and the use of a personal computer is essential.