Admin Executive

Role overview

This position supports the supervisor in running outsourced and in-house evidence imaging, document retrieval, secure off-site carton storage, and related business analysis activities.

Key duties

• Support the supervisor in handling outsourced Evidence Act imaging work smoothly and efficiently.
• Coordinate with internal users to understand requests, pack cartons, prepare carton manifests, and seal cartons securely.
• Work with vendors on collection, delivery, document preparation, indexing, and imaging activities.
• Oversee the daily Direct upload batch process and make sure any rework is completed accurately and without delay.
• Process requests for carton boxes, file retrieval, and carton-box returns in a timely manner.
• Carry out monthly vendor audits to confirm that image records have been removed from the server as required.
• Keep accurate records and ensure all counts and movements reconcile properly.
• Arrange for confidential shredding once the minimum retention period has been reached.
• Attend and witness off-site secure shredding activities.
• Check that vendor services meet contract obligations and service-level expectations.
• Assist the supervisor in managing secured off-site carton storage operations.
• Coordinate user requests related to carton storage services.
• Liaise with vendors for carton box collection, delivery, and retrieval.
• Maintain proper documentation and reconciliation for storage-related activities.
• Arrange confidential shredding after the required retention period and witness the process.
• Monitor vendor performance against contract terms and SLA commitments.
• Carry out document scanning and verify image quality in line with Evidence Act requirements.
• Do pre-scanning checks, prepare documents, scan and index files, and inspect output quality.
• Keep records accurate and ensure document handling is properly reconciled.
• Make sure all documents are kept in secure storage.
• Assist the supervisor in maintaining statistical records.
• Support business analysis work by reviewing and improving workflows and processes.
• Keep Standard Operating Procedure documents updated in a timely manner.
• Perform User Acceptance Testing for system improvements.
• Take part in IT Disaster Recovery exercises.
• Handle pre- and post-porting user verification tasks.
• Carry out any other duties assigned by the supervisor, Head of Section, or Head of Office Services.

Requirements

• A diploma plus at least 1 year of relevant record management experience is required.
• Strong communication skills are expected.
• Basic computer literacy and working knowledge of Microsoft Word and Excel will be an advantage.
• A pleasant manner and positive attitude are important.
• Willingness to work overtime and/or on weekends is required.
• The role calls for consistent productivity, timely delivery, and high-quality output across assigned functions.
• Careful attention to detail is essential to avoid data breaches and maintain full regulatory compliance.

Additional information

This role involves secure handling of records and documents, including confidential storage, retention-based shredding, vendor coordination, reconciliation, and compliance-focused processing.