Administrative Assistant, Operations (6 months contract)

Job Purpose The post holder will be responsible for ensuring that all physical documentation is scanned and digitally converted quickly and accurately onto the storage systems and that the protocol deadlines are met. The role holder will be expected to take a proactive approach to this digital filling processes. Description of Duties 1) Prepare physical documentation for scanning in accordance with file preparation procedure; 2) Scanning of documents on high speed scanning stations; 3) Quality check on the completed scanned document and save document file onto the Network Storage System; 4) Accurately name file and index scanned documents; 5) Reconcile between scanned documents against physical documents; 6) The physical retrieval of hardcopy files from the onsite storage location; 7) Re-labelling the hardcopy files where applicable; 8) The physical return of hardcopy files to be allocated cartons in the onsite storage location; 9) Ensure proper handling of the documents – no missing / do not left documents unattended etc; 10) Report progress status to the Team Leader; 11) Highlight any issues to the Team Leader and Operation (IT Staff); Ensure discrepancies, if any, are duly attended to and escalated accordingly; 12) Complete any necessary paperwork accurately and in line with the procedure where applicable; 13) Execution of task assigned effectively and efficiently based on plans and target cascaded. General Responsibilities 1) Undertake any other duties that can be reasonably required in order to meet the purpose of the exercise; 2) Comply with the Bank’s relevant policies, plans, procedures, ethics etc; 3) To ensure that the adequate guidance is available to temp staff through the exercise and maintenance of the documented procedures and processes supported by relevant short training prior to commencement of main job; and 4) Be aware of the Bank’s information security policies, and protect information assets from unauthorized access, disclosure, modification, destruction or interference at all times during the tenure of the exercise. 5) Assist in any other duties assigned by Team Leader. Qualification (Essential) 1) Computer literate, touch screen and keyboard skills; 2) Good communication skills, both written and spoken English; 3) Ability to work on own initiatives and as a team player; 4) Motivated, resourceful; 5) Good attention to details; 6) Scanning experience Qualification (Desirable) 1) Adaptable and flexible and approach to assigned duties; 2) Organize and prioritize time effectively to achieve deadlines; 3) Willingness to learn and a can-do attitude.