Employee File Digitization Assistant (Admin/ 1 Month Contract)
1-Month Contract
Location: CBD
Salary up to $3,000 depending on experience
Industry : Pharmaceutical
Our client specializes in producing high-quality pharmaceutical products, supporting global healthcare with advanced technology.
Job Summary:
- Responsible for scanning, digitizing, and organizing employee personnel files to support HR record management, compliance, and audit requirements.
- This role operates within a highly confidential environment and requires strict adherence to data privacy protocols, confidentiality standards, and company's data protection policies.
Responsibilities
File Digitization & Scanning
- Scan and digitize employee personnel files, documents, and records in accordance with established procedures
- Ensure accurate file naming, organization, and metadata tagging for easy retrieval
- Maintain proper document quality and legibility standards throughout the digitization process
- Process files in batches while maintaining data integrity and security at all times
Data Privacy & Confidentiality
- Maintain strict confidentiality of all employee personal and sensitive information
- Comply with GDPR and applicable local data retention policies
- Handle all employee records with appropriate security measures
- Sign and adhere to the Confidentiality and Data Access Agreement (CDA) prior to commencing work
- Understand and follow data protection protocols specific to employee information
Record Management & Organization
- Organize digitized files in secure, designated systems (e.g., SharePoint or equivalent)
- Ensure proper storage and backup of all digitized records
- Maintain audit trails and documentation of all scanned files
- Support compliance with local and regional data retention requirements
Quality Assurance
- Verify accuracy and completeness of all scanned documents
- Identify and flag any missing, incomplete, or damaged documents
- Ensure consistency in file naming conventions and organizational structure
- Conduct regular spot checks to maintain quality standards
Audit & Compliance Support
- Participate in audit calls with the Employee Life Cycle (ELC) Generalist team
- Provide documentation and evidence of digitization processes when required
- Support compliance reviews and audits as directed
- Maintain detailed records of digitization activities for audit purposes
Requirements
- Required to sign a CDA prior to commencement due to the sensitive nature of employee data
- Proficiency with scanning equipment, file management systems, and Microsoft Office (Word, Excel)
- High level of accuracy in document handling and data entry
- Sound understanding of confidentiality and data protection principles
Lim Pey Chyi - [Confidential Information]
Recruitment Consultant (R2090579)
Manpower Staffing Services (S) Pte Ltd
EA Licence: 02C3423
