Records Management Coordinator at GEMS

About the position

Introduction

The position of Records Management Coordinator is vacant. The Records Management Coordinator will report directly to the Senior Manager: Knowledge Management and forms part of the Research and Development Division. The position is based at Head Office in Pretoria.

Overview:
The Records Management Coordinator role is responsible for coordinating the creation, organization, storage, and disposal of both physical and electronic records in line with GEMS policies. The position involves maintaining the electronic records system, ensuring compliance with retention regulations, overseeing records audits, training staff, and supporting related procurement and project initiatives. The role requires strong organizational, technical, and communication skills.

The total remuneration package for this position is between R460,907 and R576,206 per annum based on the Scheme's Remuneration Policy and dependent on the candidate's skills and experience.

The closing date for applications will be Tuesday, 10 March 2026.

Duties & Responsibilities

The Records Management Coordinator will be required to perform the following functions under the supervision of the Senior Manager: Knowledge Management:

• Coordinate the creation, classification, storage, retention, and disposal of records in line with GEMS Records Management Policy and the SOP.
• Organise physical and electronic records using the GEMS File Plan.
• Maintain the electronic Records Management System.
• Coordinate records collections and transfers to and from GEMS offices and records offsite storage facilities as needed.
• Scanning and uploading of records to create digital copies of physical records.
• Ensure that all records are properly labelled, categorized, and stored in a secure and accessible manner.
• Conduct regular records management audits/inspections to inform and guide the Records Management Programme.
• Coordinate staff training to ensure full compliance with relevant regulations and internal policies.
• Provide excellent customer service and respond to records-related inquiries in a timely and professional manner.
• Coordinate the procurement of goods and services.
• Coordinate project management initiatives.

Desired Experience & Qualification

Qualification requirements are:

• National Diploma or NQF equivalent in Records Management or Archival Studies.
• Minimum 3 years relevant work experience in Records Management or Archives.
• Experience in maintaining paper-based and electronic records management systems.
• Advanced computer skills (MS Office).
• Membership or accreditation with a professional body would be desirable.

Skills:

• Knowledge of records management principles and best practices.
• Experience with electronic document and records management systems.
• Understanding of records retention policies and compliance requirements.
• Strong organizational and attention to detail.
• Excellent digital literacy and computer skills.
• Ability to train and guide others on records management procedures.
• Experience with document digitization and scanning processes.
• Good communication and customer service skills.
• Basic understanding of procurement and budget processes.
• Ability to work independently and prioritize competing demands.

Behavioural Competencies:

• Ability to systematize information and maintain structured filing systems.
• Excellent communication and relationship building skills.
• Attention to detail and assertiveness.
• Ability to perform under pressure and meet deadlines.
• Creative and innovative thinking.
• Good people and networking skills.
• Resilience and persuasiveness.

Desirable:

• Understanding of the medical schemes industry.

Interested?

GEMS employs people with the highest level of integrity - submission to the appropriate pre-employment assessment is obligatory to be considered for the position.

Kindly note that the information provided on application of the position may be shared with a third party for vetting purposes and will be stored by GEMS for a period of 5 years.

Kindly note that information is required for Employment Equity Purposes and information gathered is strictly used according to the intended purpose of collection, unless there is a legal need or permission is granted from the applicant themselves to make use of it for other purpose

Should you wish to have your information removed from the GEMS database, kindly send a request in writing to [Email Address Removed] .

GEMS adopts a hybrid work model.

GEMS is guided by the principles of employment equity. Preference will be given to groups who are underrepresented in accordance with GEMS employment equity plan.

Successful candidates will be required to seek approval to conduct other work outside of GEMS.

GEMS Employees are required to conduct themselves in a manner that reflects the organisation's paramount values: Excellence, Member Value, Integrity, Innovation, and Collaboration.