Employee File Digitization Assistant (Admin/ 1 Month Contract), Singapore

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 -
(HIDDEN TEXT) Recruitment Consultant (R2090579) Manpower Staffing Services (S) Pte Ltd EA Licence: 02C3423