Archive & Records Officer📣 Job Ad

About the Archive & Records Officer Role

Batterjee Medical College in Makkah is seeking an Archive & Records Officer to manage the secure custody, organization, control, and auditing of all original student documents. This full-time position requires 2-5 years of experience and is based in Jeddah and Makkah. The role ensures the confidentiality, accuracy, traceability, and regulatory compliance of physical archives through strict access control and documented accountability.

Core Responsibilities

• Serve as the official custodian for all original student documents, including high school certificates, academic transcripts, result cards, graduation certificates, scholarship contracts, promissory notes, and financial/legal undertakings.
• Ensure the secure storage, preservation, and protection of all records, maintaining a strict policy against document loss, damage, or unauthorized handling.
• Establish and maintain structured filing and numbering systems, organizing documents by Student ID, Program, Intake, and Academic Year.
• Label and index all cabinets and files to ensure audit readiness and easy retrieval of documents without compromising confidentiality.
• Enforce strict access control to the archive room and release original documents only upon approved written requests.
• Maintain a comprehensive document tracking register detailing document name, Student ID, date/time, purpose, and authorized recipient signature to ensure full accountability for every document movement.
• Conduct periodic physical audits (semester/annual) and reconcile physical documents with system records.
• Prepare audit reports covering document availability, completeness, storage conditions, and compliance gaps, escalating discrepancies and risks immediately.
• Maintain updated logs for stored, retrieved, and returned documents to ensure full traceability of all document movements.
• Uphold strict confidentiality of all records and ensure compliance with BMC policies, NCAAA requirements, Ministry of Education regulations, and data protection standards.

Authority and Accountability

The Archive & Records Officer holds full custodial responsibility for all original student documents. This role is accountable for the accuracy, safety, and integrity of these records. The officer is authorized to deny access to unauthorized individuals and is required to escalate any risks or violations immediately.

Required Qualifications and Skills

• A minimum of 2-5 years of experience in a relevant field.
• High attention to detail and strong organizational skills.
• A strong sense of accountability and integrity.
• Knowledge of records management and archiving practices.
• Ability to maintain confidentiality and ensure data security.
• Basic reporting and documentation skills.
• Ability to work independently with minimal supervision.

General Duties and Contributions

In addition to core responsibilities, the Archive & Records Officer will adhere to institutional policies and ethical standards, maintaining a clean, organized, and secure archive environment. This role will support audits and compliance activities, assist the Admission & Registration Department with official documents, certificates, and internal correspondence, and provide support during peak admission and registration periods. Other duties as assigned by the Department Head will also be undertaken.