Archive & Records Officer

Join Our Team as Archive & Records Officer at Batterjee Medical College

Are you detail-oriented, highly organized, and passionate about maintaining the integrity of critical institutional records? We are seeking a dedicated Archive & Records Officer to oversee the secure custody, meticulous organization, and regulatory compliance of all original student documents at Batterjee Medical College. This pivotal role ensures the confidentiality, accuracy, and traceability of sensitive academic and legal records while upholding the highest standards of accountability and professionalism.

As the official custodian of our institution’s most vital documentation, you will play a crucial role in safeguarding the academic futures of our students while ensuring seamless compliance with institutional policies, NCAAA requirements, and Ministry of Education regulations. This position demands precision, discretion, and an unwavering commitment to maintaining an environment where records are not just stored but protected, preserved, and responsibly managed.

Key Responsibilities

In this dynamic role, your responsibilities will include, but are not limited to:

• Secure Custody and Document Control: Act as the primary custodian for all original student documents, including high school certificates, academic transcripts, result cards, graduation certificates, scholarship contracts, promissory notes, and financial/legal undertakings. Implement and enforce stringent protocols to prevent loss, damage, or unauthorized access, ensuring every document is accounted for with absolute precision.
• Structured Archive Organization: Design and maintain an efficient filing and numbering system categorized by student ID, program, intake, and academic year. Label and index cabinets and files systematically to facilitate quick retrieval while preserving confidentiality. Your organizational expertise will ensure that documents are accessible only to authorized personnel, enhancing both security and operational efficiency.
• Access Control and Authorization: Enforce rigorous access protocols to the archive room, releasing original documents exclusively upon verified written requests. Maintain a comprehensive document tracking register that logs every movement—including the document name, student ID, date/time, purpose, and authorized recipient’s signature—to guarantee full accountability and traceability.
• Audit and Compliance: Conduct regular physical audits (semesterly or annually) to reconcile stored documents with system records. Prepare detailed audit reports highlighting document availability, completeness, storage conditions, and compliance gaps. Proactively escalate any discrepancies or risks to ensure continuous adherence to regulatory standards.
• Documentation and Tracking: Keep meticulous logs of stored, retrieved, and returned documents to provide full transparency for internal and external audits. Your attention to detail will ensure that every document’s journey—from storage to retrieval—is meticulously documented and verifiable.
• Confidentiality and Ethical Compliance: Uphold the strictest confidentiality standards when handling sensitive and legally binding documents. Align all practices with Batterjee Medical College’s policies, NCAAA requirements, Ministry of Education regulations, and data protection protocols. Your ethical judgment will be instrumental in maintaining the trust and integrity of our institution.

As the designated authority for all original student records, you will hold full custodial responsibility, ensuring their accuracy, safety, and integrity at all times. Your ability to deny access to unauthorized individuals and escalate risks promptly will be critical in safeguarding our institution’s reputation and operational continuity.

Why This Role Matters

This is more than a job—it’s a commitment to the foundation of academic integrity. Your work directly impacts the lives of students, the credibility of our institution, and the seamless functioning of our administrative processes. If you thrive in an environment where precision, accountability, and discretion are non-negotiable, we invite you to be part of a team that values excellence in record management.

What We Offer

Join a prestigious medical college where your contributions will make a tangible difference. In return for your expertise, we offer:

• A supportive and collaborative work environment with opportunities for professional growth.
• The chance to work closely with the Admission & Registration Department during peak periods, ensuring smooth operations during high-demand times.
• A role that aligns with your passion for order, compliance, and institutional trust.

If you are ready to take on this challenging yet rewarding responsibility, we encourage you to apply and become part of a team that prioritizes excellence in every detail.