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Records Management Officer (Secret Registry)

Careers@Gov
Agency: MHA - Singapore Police Force (SPF)
Job no.: 530041
Work type: Permanent/Contract
Location: Singapore
Categories:Human Resources

RECORDS MANAGEMENT OFFICER (SECRET REGISTRY)

The Administration and Finance Department (A&F) upholds the fiduciary responsibilities of the Singapore Police Force (SPF) in the areas of administration, finance and procurement through strengthening governance and building capacity.

As a Records Management Officer (Secret Registry), you are responsible for the day-to-day operations of the Secret Registry and covers the duties of Manager (Records Management) during his/her absence.

You will be placed under the Management Executive Scheme.

 

JOB EXPECTATIONS

Your key responsibility areas include:

  • Safeguard Police Headquarters (PHQ)’s information and maintain an effective PHQ's secret registry system for storage and retrieval of information to limit access to authorised persons only.

  • Ensure all mails received are promptly indexed and recorded in the File Registry System (FRS) before assigning them to action officers for follow-up.

  • Administer PHQ's FRS, ensuring that the Registry file classification, numbering system and key word index are properly maintained and updated.

  • Record, monitor and track movements of registry files. Conduct checks and recall of registry files from officers who draw and hold on to the filers longer than necessary.

  • Conduct periodic review and disposal of files.

  • Ensure that classified information is made available only to authorised persons.

  • Ensure the government circulars, incident reports, extracts from the media, etc receive through the SPF GVT-Police HQ Registry Mailbox are timely disseminated to the relevant person(s).

     

  • Conduct quarterly Document Security Audits on PHQ departments. 

     

  • Ensure the management of Public Records in the SPF is compliant with the Government Instruction Manual (IM), National Archives of Singapore (NAS) circulars, MHA guidelines and other regulations relating to Management of Public Records and Document Security.

  • Handle basic enquiries from SPF units on matters relating to records management, document security and registry function.
  • Work with SPF units and the various NAS’s contacts on the proper management and preservation of SPF’s file records and other types of digital records, forms, photographs, and audio-visual records.

  • Assist SPF’s Chief Records Officer in preparing SPF for the records management audit conducted by NAS’s appointed auditors.
  • Identify best practices, recommend areas for improvements and conduct training & knowledge-sharing sessions for the registry communities.
  • Promote the importance of records management and document security among general staff.

  • Mentor, coach and supervise a team of Police National Servicemen Full-time (PNSFs), ensure that they are equipped with the necessary skills and knowledge to perform their roles.

  • Make recommendations for improvements to existing work processes and support implementation.

 

REQUIREMENTS

  • Proficient in MS Office applications, especially MS Excel.

  • Good understanding of the IM on Management Public Records, IM on Policy on Data Management, Singapore Government Instructions for Security of Classified Information and MHA document security audit would be an advantage.

  • Experience in using SEMS, an equivalent of an electronic registry system or knowledge of digital preservation processes would be an advantage.

  • Must demonstrate integrity to handle highly confidential information in an appropriate manner.

  • Organised and detail-oriented.

  • Team player with good communication and interpersonal skills.

 

APPLICATION

To be part of our team, please submit an online application via www.careers.gov.sg.  Short-listed candidates will be notified within two weeks after the closing date for applications.

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