Records Officer | HR Governance  

Summary of Work Activities and Responsibilities:

The HR Officer in the HR Records Section plays a critical role in the management, maintenance, and governance of employee records throughout their lifecycle. This includes overseeing the creation, storage, updating, retrieval, and proper disposal of employee reocrds, ensuring compliance with the University policies and relevant data protection regulations. The HR Officer also supports the development and implementation of an efficient records management framework, manages day-to-day operations related to HR data, and generates various reports for both internal and external stakeholders. The HR Officer works in close collaboration with other offices/section in the HR Cluster, other administrative units, and external stakeholders to ensure the accuracy, security, and integrity of employee records.

Main Duties and Responsibilities:

I. Records Management and Compliance

• Creation and Organization of Employee Records
• Manage the creation, organization, and storage of employee records (201 Files) in both physical and digital formats.
• Ensure that all employee records are up-to-date, accurate, and complete, including employment status, position, and changes in legal status and other personal details.
• Regulary (minimum - annually) audit records to confirm compliance with retention policies and legal requirements.

II. Retention and Disposal

• Implement a systematic retention schedule for employee records and ensure that records are disposed of securely when no longer needed.
• Safely archive or dispose of outdated employee records, following University policies and applicable regulations.

III. Employee Records Digitization and System Integration

• Manage the digitization of physical employee records, ensuring accurate scanning, indexing, and storage in the HR Information System.
• Collaborate with the Digital Information and Technology Services and relevant departments to troubleshoot and resolve any technical issues, ensuring system functionality.

IV. Reporting and Analytics

• Prepare and generate reports on employee records, including Certificate of Employment, Verification of Employment, and statisitcal reports.
• Assistin preparing employee data for accreditation, surveys, excellence awards, and government/regulatory submissions.

V. Employee Access and Identification Management Issuance and Coordination

• Oversee the issuance of employee identification cards, ensuring they are produced and distributed accurately in collaboration with the Campus Safety and Mobility Office and service provider.

VI. Email Accounts and Business Cards

• Work with the Digital Information Technology Services to coordinate the issuance of ateneo email accounts for new employees and Independent Contractors.
• Verify and prepare employee information for the production of business cards, ensuring consistency and accuracy.

VII. Financial and Administrative Support

• Maintain accurate financial records for the HR Records Section, tracking expenses and managing budget allocations.
• Prepare necessary financial documentation such as Requests for Payment and Budget Transfers as required.
• Assist the HR Records Head in administrative tasks to ensure smooth operations within the section.

VIII. Training and Suppot

• Assist in training HR staff and other relevant departments on best practices for records management and compliance.
• Support the onboarding of new employees regarding recordkeeping policies and other relevant procedures.

Education and Experience Requirements:

• Educational Background: A Bachelor’s degree in a relevant field (e.g., Human Resources, Business Administration, Information Management).
• Preferred Qualifications: Familiarity with ISO certification processes related to records management and other industry standards for document control and preservation.
• Work Experience: At least 2 years of experience in records management, document control, or a related administrative role, preferably within an educational institution or large organization.