ADMINISTRATIVE ASSISTANT / ARCHIVES

Description

Job Summary: Execute operational management of the documentary collection, ensuring organization, traceability, and compliance with legal deadlines. Key Highlights: 1. Document management and archival organization 2. Focus on information security and LGPD compliance 3. Ethical handling of confidential data **Job Mission** Execute operational management of the documentary collection, ensuring organization, sorting, secure disposal of documents, and guaranteeing traceability and strict compliance with legal retention periods and standards (PC.GAS.001\.R01\). **Responsibilities and Duties** * **Organization and Standardization:** Sort, label, and store documents according to the laboratory’s standardized color coding and models (e.g., blue boxes for finance, green boxes for laboratory). * **Inventory and Assessment:** Conduct physical document surveys across various departments to identify volumes and document types. * **Retention Period Control:** Monitor storage deadlines, identifying documents ready for disposal per the current retention schedule (e.g., 5 years for billing records, 10 years for paraffin blocks). * **Information Security:** Ensure sensitive data (reports and medical records) are handled with absolute confidentiality, in accordance with LGPD protocols. * **Archival Maintenance:** Maintain the organization and cleanliness of the "ACERVO SOLIM" archive, recording all movements in control spreadsheets. * **Secure Disposal:** Assist in the shredding disposal process upon proper authorization from management. **Ideal Candidate Profile** * **Experience:** Prior experience in archives, document management, or administrative support is desirable. * **Technical Skills:** Basic computer proficiency (Excel/spreadsheets). * **Behavioral Traits:** Exceptional organizational skills, attention to detail, ethical conduct when handling confidential information, and physical capability to move boxes. * **Preferred Knowledge:** **Technical Competencies (Hard Skills)** * **Archival Knowledge:** Basic understanding of classification by department, document type, and retention periods. (Preferred) * **Regulatory Knowledge:** Familiarity with **LGPD** guidelines for processing sensitive data and medical records. **Behavioral Competencies (Soft Skills)** * **Organization and Attention to Detail:** Essential for maintaining standardized box labeling. * **Responsibility and Ethics:** Required due to restricted access to confidential data and medical reports. * **Analytical Ability:** To conduct inventories and sector-based classification, and to identify documents with expired retention periods. * **Moderate Physical Stamina:** Necessary for moving boxes, organizing shelves, and performing disposal routines