Job description

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