Employee File Digitization Assistant (Admin/ 1 Month Contract)

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 - Apple.lim@manpower.com.sg Recruitment Consultant (R2090579) Manpower Staffing Services (S) Pte Ltd EA Licence: 02C3423