[What the role is]
Lead NCSS's Knowledge Management and Records Management efforts to strengthen organisational memory, knowledge sharing, and institutional learning. Drive strategies, systems, and initiatives that capture, preserve, curate, and enable the effective use of knowledge and records as strategic organisational assets.
Oversee NCSS's Electronic Records Management System (ERMS) and Oral History Programme to ensure critical organisational knowledge, records, corporate memory, and institutional insights are systematically documented, preserved, and accessible. Partner divisions across NCSS to foster a culture of learning and knowledge sharing through digital platforms, storytelling, and communities of practice, supporting business continuity, staff onboarding, innovation, informed decision-making, and sector development.
[What you will be working on]
1. Records Management
- Maintain both electronic and physical records throughout their lifecycle.
- Ensure records are created, classified, stored and disposed of according to government records management policies.
- Support file plan reviews, taxonomy updates and metadata management.
- Coordinate records retention, archival transfers and disposal exercises.
- Administer staff access permissions for records repositories.
2. Knowledge Management
- Curate, organise and maintain organisational knowledge repositories, intranet resources and standard operating procedures.
- Support documentation of institutional knowledge, best practices and lessons learnt.
- Promote knowledge sharing across divisions through communities of practice, knowledge articles and learning sessions.
- Assist in improving searchability and accessibility of corporate knowledge.
3. Systems & Process Improvement
- Support administration of records and knowledge management systems (e.g. SharePoint, M365, Electronic Records Management System or other enterprise content management systems).
- Assist in digitisation projects and migration of physical records into digital repositories.
- Identify opportunities to streamline records processes through automation and digital tools.
- Monitor compliance with records management requirements and prepare basic reports.
4. Stakeholder Engagement
- Provide advice to staff on records management policies and procedures.
- Conduct user briefings and develop simple guides or training materials.
- Liaise with business units during file reviews, audits and records clean-up exercises.
- Support organisational initiatives related to information governance.
5. Manage Oral History
- Lead NCSS's Oral History Programme to capture, preserve, and promote institutional knowledge, organisational heritage, and key lessons that support onboarding, learning, and organisational development.
[What we are looking for]
Personal Competencies:
- Working Effectively with Citizens and Stakeholders
- Improving and Innovating Continuously
- Keep Learning and Putting Skills into Action
- Thinking Clearly and Making Sound Judgements
- Working As One Public Service
- Serving with Heart, Commitment and Purpose
- Social Service Sector Knowledge
- Change Management
Skills Required:
- Information and records management
- Sector and domain knowledge
- Stakeholder management skills
- Project management skill
- Digital innovation and technology enablement skills
Ability to work effectively across policy, operations and technology domains
Proficient in Microsoft 365 applications (Word, Excel, PowerPoint, SharePoint).
- Familiarity with Government Instruction Manual on Management of Public Records (IM4L) would be advantageous
Experience & Special Certification(s):
- Fresh graduates with interest in interest in knowledge management, records governance and digital transformation are welcome to apply.
Only shortlisted candidates will be notified.
