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Job Description
The Records Management Specialist provides comprehensive support in records management and archive room operations in a dynamic office environment. The role involves collaborating closely with operations and quality assurance teams to ensure that all records management tasks are executed in alignment with PPD standard operating procedures.
Key Responsibilities:
- Document Processing: Efficiently processes incoming lab-related and support documents, including scanning/imaging, indexing, and filing both paper and electronic records.
- Controlled Document Management: Oversees the activation and closure of controlled documents within computerized systems, ensuring accuracy and compliance.
- Issue Resolution: Acts as a liaison with operations to address and resolve any outstanding issues identified during records management activities.
- Records Retention Compliance: Collaborates with Quality Assurance (QA) management to ensure adherence to records retention periods as specified by regulations and internal policies.
- Document Maintenance: Maintains and updates controlled documents related to laboratory reporting, retention, and disposition, ensuring they are current and accessible.
- Archive Room Management: Manages the archive room, ensuring that records are stored securely and can be retrieved efficiently.
- QA Support: Assists with deliverables related to Quality Assurance, contributing to the overall compliance and quality objectives of the organization.
- Special Projects: Works independently on special projects as assigned, demonstrating initiative and the ability to manage tasks autonomously.
Requirements:
- Secondary school diploma or equivalent and relevant formal academic/vocational qualification.
- Technical positions may require a certificate.
- Previous experience that provides the knowledge, skills, and abilities to perform the job (comparable to at least 2 years).
- Sophisticated communication and interpersonal skills.
- Excellent organizational skills and strong attention to detail with proven ability to handle multiple tasks efficiently and effectively.
- Ability to effectively analyse project specific data/systems to ensure accuracy and efficiency.
- Flexibility to reprioritize workload to meet changing project timelines.
- Firm understanding of applicable systems including document management software and the eTMF.
- Advanced computer skills.
- Excellent English and grammar skills.
Working Conditions:
- Work is performed in an office with exposure to electrical office equipment.
- Travel as required by special projects and supervisor needs.