ADMINISTRATIVE ASSISTANT / ARCHIVES

Description

Job Summary: Manage the operation of the documentary collection, ensuring organization, sorting, secure disposal, and traceability, while complying with legal deadlines and regulations. Key Highlights: 1. Operational management of documentary collections 2. Organization, sorting, and secure disposal of documents 3. Ethical handling of sensitive information (LGPD) **Job Mission** Execute the operational management of the documentary collection, ensuring organization, sorting, secure disposal of documents, 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 colors 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 retention deadlines, identifying documents eligible for disposal according to the current 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 full confidentiality, adhering to LGPD protocols. * **Collection Maintenance:** Maintain the organization and cleanliness of the \\"ACERVO SOLIM\\", recording all movements in control spreadsheets. * **Secure Disposal:** Assist in the shredding-based 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:** Due to restricted access to confidential data and medical reports. * **Analytical Ability:** To perform inventory and departmental classification, and identify documents with expired deadlines. * **Moderate Physical Stamina:** Required for moving boxes, organizing shelves, and carrying out disposal routines