Documents Controller

An HR Document Controller is a specialized role within the Human Resources (HR) department responsible for managing, organizing, and overseeing all HR-related documents and records. This role ensures that HR documentation is accurate, securely stored, and easily accessible. They play a crucial part in maintaining compliance with legal, regulatory, and company standards related to personnel records and sensitive data. Key Responsibilities of an HR Document Controller: Document Management : Organizing and Categorizing Documents : Ensure that all HR documents (employee contracts, performance reviews, payroll records, disciplinary actions, etc.) are properly categorized and stored in both physical and electronic formats. Tracking and Updating Files : Maintain and update employee files to reflect changes such as promotions, salary increases, training records, and employment status changes. Document Retention : Implement company policies regarding the retention and disposal of HR documents, ensuring that documents are archived according to legal and regulatory requirements. Data Entry and Record Keeping : Accurate Record-Keeping : Input and maintain accurate and up-to-date employee information in HR systems or databases. Verification of Data : Cross-check documents for completeness, accuracy, and compliance before adding them to the records. Compliance and Legal Adherence : Ensuring Compliance : Ensure all HR documents are compliant with labor laws, data protection regulations (e.g., GDPR, HIPAA), and industry standards. Audit Preparation : Assist in preparing documents and records for audits, whether internal or external, and ensure that documentation is available and accessible for review. Handling Sensitive Information : Safeguard confidential employee information, including personal details, payroll data, and medical records, ensuring it is stored securely and handled appropriately. Document Distribution and Retrieval : Managing Access : Facilitate access to documents by authorized personnel and respond to internal requests for HR records and information. Tracking Document Movements : Maintain records of who accesses or signs HR documents to ensure proper tracking and accountability. Issuing HR Documents : Distribute required documents to employees (e.g., contracts, leave forms, performance reviews) in a timely manner. Process Improvement : Streamlining Document Processes : Work with the HR team to improve and streamline document control processes, such as creating standardized forms and ensuring that digital tools are effectively used for document management. Adopting New Technology : Explore and implement document management software or systems that improve efficiency, security, and access to records. Support in HR Functions : Assisting HR Staff : Support HR professionals by providing documentation for recruitment, onboarding, training, performance appraisals, and employee relations. Employee File Maintenance : Assist with the creation, updating, and closing of employee records, including handling documents related to onboarding, terminations, and benefits administration. Employee Access and Requests : Responding to Requests : Address requests from employees for specific documents, such as employment verification letters, contracts, or leave records. Document Revisions : Support the revision and issuance of updated documents (e.g., policy changes, new company procedures) to employees. Job Type: Full-time Pay: From AED5,000.00 per month Education: Bachelor's (Preferred) Experience: HR Document Controller: 3 years (Preferred) #J-18808-Ljbffr