Documents Controller

Full job description

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 employee

Job Type: Full-time

Pay: From AED5,000.00 per month

Application Question(s):

• Can you join immediately

Education:

• Bachelor's (Preferred)

Experience:

• HR Document Controller: 3 years (Preferred)

Language:

• Arabic (Preferred)