Documents Controller
3 weeks ago
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
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)
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