Archive&Records Officer

<div><p>Jeddah, Saudi Arabia | Posted on 03/30/2026</p><p>The<b>Archive&Records Officer</b>is responsible for the secure custody, organization, control, and auditing of all original student documents at Batterjee Medical College. This role ensures<b>confidentiality, accuracy, traceability, and regulatory compliance</b>in managing physical archives, with strict access control and documented accountability for every original record.</p><h3><b>Key Responsibilities</b></h3><h3><b>1. Custody&Document Control</b></h3><p>Act as the official custodian of all original student documents, including:</p><ul><li>High school certificates</li><li>Academic transcripts</li><li>Result cards</li><li>Promissory notes</li><li>Financial and legal undertakings</li><li>Ensure secure storage, preservation, and protection of all records</li><li>Maintain a zero-tolerance approach to document loss, damage, or unauthorized handling</li></ul><h3><b>2. Archive Organization&Filing System</b></h3><ul><li>Establish and maintain structured filing and numbering systems</li><li>Arrange documents based on:<ul><li>Student ID</li><li>Program</li><li>Intake</li><li>Academic year</li><li>Label and index all cabinets and files for audit readiness</li><li>Ensure documents are easily retrievable without compromising confidentiality</li></ul></li></ul><h3><b>3. Access Control&Authorization</b></h3><ul><li>Enforce strict access control to the archive room</li><li>Release original documents only upon approved written request</li><li>Maintain a document tracking register including:<ul><li>Document name</li><li>Student ID</li><li>Date&time</li><li>Purpose</li><li>Ensure full accountability for every document movement</li></ul></li></ul><h3><b>4. Audit&Compliance</b></h3><ul><li>Conduct periodic (semester/annual) physical audits</li><li>Reconcile physical documents with system records</li></ul><p>Prepare audit reports covering:</p><ul><li>Storage condition</li><li>Compliance gaps</li><li>Escalate discrepancies and risks immediately</li></ul><h3><b>5. Documentation&Tracking</b></h3><p>Maintain updated logs for:</p><ul><li>Stored documents</li><li>Retrieved documents</li><li>Returned documents</li><li>Ensure full traceability of all document movements</li><li>Support internal and external audits</li></ul><h3><b>6. Confidentiality&Compliance</b></h3><ul><li>Maintain strict confidentiality of all records</li><li>Ensure compliance with:<ul><li>BMC policies and procedures</li><li>NCAAA requirements</li><li>Ministry of Education regulations</li><li>Data protection standards</li><li>Handle sensitive and legal documents with high ethical standards</li></ul></li></ul><h3><b>Authority&Accountability</b></h3><ul><li>Full custodial responsibility for all original student documents</li><li>Accountable for document accuracy, safety, and integrity</li><li>Authorized to deny access to unauthorized individuals</li><li>Required to escalated any risks or violations immediately</li></ul><h3>Requirements</h3><ul><li>High attention to detail and organization</li><li>Strong sense of accountability and integrity</li><li>Knowledge of records management and archiving practices</li><li>Ability to maintain confidentiality and data security</li><li>Basic reporting and documentation skills</li><li>Ability to work independently with minimal supervision</li></ul><h3><b>General Responsibilities</b></h3><ul><li>Adhere to institutional policies and ethical standards</li><li>Maintain a clean, organized, and secure archive environment</li><li>Support audits and compliance activities</li></ul><p>Assist the Admission&Registration Department with:</p><ul><li>Certificates</li><li>Internal correspondence</li><li>Support peak admission and registration periods</li><li>Perform other duties as assigned by the Department Head</li></ul></div>#J-18808-Ljbffr