Records Officer

Data Management & Business Intelligence
Indefinite
Grade 10
Published on 05/07/2024
Hybrid

Job Description

Overview

The Team

The Records Management Office (RMO) within the Data Management & Business Intelligence function is responsible for the central collection and management of all physical records received by the Authority, their digitisation, transfer, secure storage, retrieval and subsequent archival or disposal. 

 

Role Profile

As a Records Officer, you will process the day-to-day work within the records management office, ensuring the integrity, security, and confidentiality of records. You will ensure records-related policies and procedures are followed, train junior staff, and maintain accurate databases.

Your key responsibilities shall include:

  • Participating in projects related to records management as needed,
  • Overseeing and managing day-to-day incoming mail and tasks,
  • Scanning and processing incoming mail efficiently,
  • Adhering to all records-related policies and procedures,
  • Ensuring the integrity, security, and confidentiality of records and information within the centralised records management office,
  • Applying retention schedules to archived documents,
  • Organizing and managing all records and documents in an orderly manner,
  • Retrieving necessary records and reports from the records room/archives as required,
  • Maintaining databases related to various records, reports, and documents accurately,
  • Providing access to records for designated staff members within the organization,
  • Coordinating and collaborating with all departments to manage records effectively,

The Employee’s duties may be updated or amended from time to time in accordance with the exigencies of the function.  

 

About You

The role calls for an academic qualification in a relevant field of study at National Qualification Framework Level 6 or better, duly certified by the Malta Qualifications Recognition Information Centre (MQRIC) or widely recognised qualification at a comparable level.

You will also possess a minimum of three (3) years working experience in similar role. Candidates with longer experience relevant to the role will be preferred.

If you do not have the necessary academic or professional qualifications, but you have at least seven (7) years of relevant experience, we would still be interested in speaking with you.

 

Other Information

The MFSA is an Equal Opportunities Employer as certified by the NCPE (National Commission for the Protection of Equality) and is committed to a policy of equal opportunity in all aspects of employment and will take care to avoid any form of discrimination in its recruitment procedures. The MFSA reserves the right to withdraw this call at any time and not to select any of the Candidates. 

It is the responsibility of applicants in possession of qualifications awarded by Universities and other similar institutions outside Malta to produce a recognition statement on comparability of qualifications issued by the Malta Qualifications Recognition Information Centre (MQRIC). Applicants should do so preferably at application stage or otherwise at the preliminary interview should an applicant be selected for such interview. Details can be obtained by accessing the National Commission for Further and Higher Education website on www.ncfhe.gov.mt under MQRIC heading. 

The MFSA shall ensure that any processing of personal data is in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation), the Data Protection Act (Chapter 586 of the Laws of Malta) and any other relevant European Union and national law. For further details, you may refer to the Data Protection Policy on the MFSA webpage www.mfsa.mt. 

Candidates are to note that the submission of any false statement/s or omission, even if unintended, may lead to the cancellation of their application and may render the candidate's appointment liable to termination. 

Furthermore, please note that candidates may be asked to submit any documentation in support of the information provided, including but not limited to, proof of qualifications and Police Conduct Certificates. 

 

Public Permit No: 663/2024

Languages
  • English