Records Clerk

Job Description

Applications are invited from suitably qualified and experienced persons for the following post:

ACADEMIC AFFAIRS – CENTRAL RECORDS SECTION

POST: RECORDS CLERK

JOB SUMMARY

The post of a records clerk is a position that requires:

A person of integrity
A person who can pay attention to detail
Ability to interact professionally with students and all stakeholders of the University.
Strong ICT and electronic records management skills.
High degree of confidentiality.
Good problem-solving and decision-making skills.
Good analytical, administrative and organisational skills.
Knowledge of Microsoft Packages.
Knowledge of both National and International standards and legislation used in the management of records.

Duties and Responsibilities

DUTIES AND RESPONSIBILITIES

Verification of student qualifications during registration periods.
Classification and indexing of records.
Formulating and implementing University records management policies and procedures which facilitate the management of records to ensure effective records practices.
Scanning and electronic filing of student records.
Carrying out records surveys to determine records management risks and opportunities.
Facilitate timely and accurate retrieval of records for authorized personnel.
Ensuring safe transfer of records from University departments to the University Repository.
Receiving copies of transmittal lists after records have been transferred to the University Repository, arrangement and description.
Identification of records due for destruction or permanent preservation.
Coordinating the secure disposal of records that have reached the end of their retention period.
Ensuring that confidential information is stored securely.
Organizing and conducting training workshops to equip members of staff with records management skills.
Communicating policies, procedures, and updates to members of staff.
Any other duties as assigned.

Qualifications and Experience

QUALIFICATIONS AND EXPERIENCE

National Diploma in Records Management and Information Science.
At least 1 year of working experience in a records environment.

A person of integrity
A person who can pay attention to detail
Ability to interact professionally with students and all stakeholders of the University.
Strong ICT and electronic records management skills.
High degree of confidentiality.
Good problem-solving and decision-making skills.
Good analytical, administrative and organisational skills.
Knowledge of Microsoft Packages.
Knowledge of both National and International standards and legislation used in the management of records.

How to Apply

*NB: Midlands State University is an equal opportunities employer. In the interest of promoting gender parity, female candidates are encouraged to apply.

APPLICATIONS

Applicants must submit copies of applications with the following: application letter, certified certificates, transcripts, copies of academic certificates (‘O’ and ‘A’ level), national identification and curriculum vitae giving full details of names, place and date of birth, experience, present salary, date of availability, contact telephone number (s) and names and email addresses of three referees.

The Deputy Registrar (Human Resource)

Midlands State University

vacancies@staff.msu.ac.zw

The application pack should be sent as a single merged pdf file to email address: vacancies@staff.msu.ac.zw.

The closing date for this advert is 09 October 2026. Applicants should clearly state the post being applied for in the subject line. It should also be noted that non-adherence to any of the above instructions will automatically cause the application to be disqualified.