1.1. Compile 5-year document and record team business plan.

1.2. Provide input into the development of the 5-year quality management strategy

1.3. Compile annual business plan including the objectives, operational, manpower plans and CAPEX budget for the business unit.

1.4. Communicate and execute final business plans with all employees in the business unit.

1.5. Set and implement annual performance plans.

1.6. Develop the document and records team budget.

1.7. Oversee procurement planning and contract management processes, ensuring cost-effectiveness, compliance with organisational policies, and optimal utilization of resources.

1.8. Monitor, investigate and adress variances to the OPEX and CAPEX budget and provide monthly reports.

1.9. Continuously monitor operational expenditure and operational trends and recommend measures to ensure continuous improvement and sustainability.

1.10. Monitor performance plan, and where variances occur due to unforseen circumstances, review business plan and remediate in order to meet the objectives.

1.11. Review and where necessary motivate for amendments to the work organization structure / manpower plan to ensure the availability of employees to achieve the agreed strategic and operational goals.

 

 

2.1. Collaborate with other divisions in SANBS to synergize integrated outcomes.

2.2. Monitor, evaluate and report on document and record trends detected to the work area management and ensure the quality improvement projects are put in place to address the trends detected to continually improve quality across SANBS.

2.3. Manage and track internal customer complaints/queries and ensure resolution within agreed timeframes.

2.4. Build and maintain collaborative relationships with key stakeholders internally and externally.

2.5. Collaborate with procurement and legal departments to ensure that contracts with vendors are in place.

2.6. The custodian of the documents and records contracts ensuring relevant updates and/or amendments are completed in line with the procurement procedure.

2.7. Evaluate and proactively engage with the suppliers'performance against the deliverables and ensure corrective actions are taken when noncompliance occur

2.8. Represent SANBS at stakeholder meetings.

 

3.1. Ensure document and record system compliance with the quality management systems, SANAS accreditation, standards for practice and ISO documentation.

3.2. Review and implement changes to the quality management systems, including preparation of quality plans, to meet national accreditation requirements, standards for practice and the legislative framwork.

3.3. Develop and maintain departmental procedural analysis (workflow), document and records management policies, procedures, guidelines and communication material, and implement organizational polocies and procedures.

3.4. Design, develop and test (UAT and pilot phases) document management systems across SANBS in partnership / collaboration / support with ICT.

3.5. Implement and maintain document management systems across SANBS. This includes organizing information, creating documentation, and ensuring that records are stored efficiently, securely, and cost-effectively, both in physical and electronic formats.

3.6. Design, develop and test (UAT and pilot phases) records management systems across SANBS in partnership / collaboration / support with ICT.

3.7. Implement and maintain records management systems across SANBS. This includes organizing information, creating documentation, and ensuring that records are stored efficiently, securely, and cost-effectively in physical and electronic formats.

3.8. Manage hard copy records to off-site storage and retrieval and arrange for confidential destruction of records according to retention schedules.

3.9. Advices groups on established records management procesures, including reviewing and analysing existing practices, identifying gaps, and making improvements to ensure records management policies and guidelines are followed.

3.10. Implement strategies to preserve information and records of long-term value. This involves establishing processes and procedures to protect and maintain the integrity, authenticity, and accessibility of records over time.

3.11. Manage the policy register, ensuring the availability of the necessary policies to all employees.

3.12. Ensure that the targets established in the balanced scorecard are met and corrective action is taken when targets are not met.

3.13. Compile and submit monthly and quarterly reports.

3.14. Identifies departmental operationsl risks for inclusion in the quality risk register and developns and implements plans to mitigate and reduce the risks identified.

3.15. Effective participation in national initiatives relating to the settling of standards and policy development.

3.16. Assist in the development of protocols and procedures to guide operational implementation and practice in the specialized area of expertise.

3.17. Prepare and review gap analysis documents annually on the requirements and SANBS document.

3.18. Analyse relevant standards and ensure alignment of SANBS policies and procedures comply with regulatory requirements.

4.1. Manage employee activities to ensure that all targets on the scorecard are met, evaluate variances and develop strategies to improve the shortfalls or to take advantage of opportunities and maintain productivity levels.
4.2. Conduct performance management and monitor performance on an on-going basis through mentoring, coaching, and reviews and take appropriate steps to correct problems.
4.3. Hold regular meetings in order to evaluate the performance of the business unit and to provide feedback from divisional meetings.
4.4. Track and encourage individual development by identifying learning and development needs and facilitating the attendance of relevant programmes.
4.5. Monitor that staffing levels are maintained as per the approved manpower plan or motivate additional employees supported by a detailed business case.
4.6. Deal with grievances, conflict, and disciplinary issues and take appropriate actions in accordance with SANBS Policy.
4.7. Ensure regular two-way communication with employee matters such as strategy, values, team building, SOPs, policy changes, etc. to ensure understanding.
4.8. Monitor and track employee timekeeping, absenteeism trends, overtime worked and leave to ensure adherence to HCM policy for the cost-effective running of the department.
4.9. Recruitment and selection of suitable candidates according to manpower plan recruitment and selection procedures and EE targets.
4.10. Attend meetings and training sessions as required, to remain informed of current field-related developments, and to promote knowledge sharing.
4.11. Maintain a personal development plan that leads to excellence.
4.12. Conduct scheduled meetings with direct reports.
4.13. Develop successors within own team.

 

5.1. Develop a generic quality training programme about document and records managementprinciples.
5.2. Provide updated relevant quality management systems information for inclusion in the national induction program.
5.3. Ensure training and knowledge sharing are carried out effectively across SANBS.
5.4. Provide guidance and overall support in the deployment and implementation of document and records management by working with the Document Owners and Document Authors and document and records team to ensure that the documentation meets national accreditation requirements.
5.5. Perform research in line with best practices for our leadership in the field of document and records management.
5.6. Engage and participate in national and international working groups’ activities and presentations.