Summary
Overview
Work History
Education
Skills
Certification
REFERENCES
Timeline
Generic

Maitshoko Irene Khunwane

Summary

Results-driven Records Officer with 10 years of experience in records management and data analysis. Specialized in enhancing operational efficiency and accuracy in institutional settings. Proficient in maintaining learner records, performing detailed data analysis, and training staff on records management best practices. Skilled communicator with stakeholders, adept at multitasking with a focus on detail. Committed to continuous growth and adaptable to new challenges. Proactive problem-solver who fosters collaboration within teams. Seeking to contribute to an innovative organization that values teamwork and forward-thinking initiatives.

Overview

11
11
years of professional experience
1
1
Certification

Work History

Records Officer

Botswana Open University
10.2022 - Current
  • Conducting institutional research and departmental data analysis.
  • Assisting admissions office by verifying application documents for selection purposes.
  • Generating learners lists that are used by the Department of E-learning in connecting learners in the system to access their study materials.
  • Capture data and analyze the University's enrolment trends data through learner registration statistics extracted from the ITS system for various courses for use by management for decision making.
  • Advising management on equipment and resources needed for the safe and prolonged keeping of documents.
  • Maintained strict confidentiality standards, ensuring the privacy of sensitive information for learners.
  • Participated in ongoing professional development opportunities to stay up-to-date on industry trends and best practices in records management.
  • Responded promptly to requests for information from internal departments or external parties, fostering positive working relationships throughout the organization.
  • Oversaw the secure disposal of outdated or irrelevant records in accordance with established guidelines, minimizing risk associated with data breaches or non-compliance fines.
  • Served as a subject matter expert on records-related matters during legal proceedings or audits, reinforcing company credibility through accurate representation of relevant documentation.
  • Optimized space utilization by consolidating redundant files and reallocating available resources efficiently within storage facilities.
  • Monitored key performance indicators for the department, identifying areas for improvement and taking action to address gaps in efficiency or effectiveness.
  • Enhanced records accuracy by implementing a comprehensive filing system and verifying all documents upon entry.
  • Assisted in the creation of records-related policies and procedures, contributing to a comprehensive approach to information management across the organization.
  • Advised management on best practices for records management, supporting initiatives to improve efficiency.
  • Managed physical storage units, maintaining organization and accessibility of files.
  • Followed confidentially regulations to maintain privacy.
  • Provided excellent customer care by responding to inquiries and requests for information.
  • Followed established policies and procedures to maintain compliance with regulations.
  • Provided training to records custodians in regional campuses to improve knowledge and skills.
  • Maintained accuracy of records by verifying accuracy of data in records.
  • Transferred inactive records to storage to free up space and preserve history.
  • Coordinated with cross-functional teams to ensure seamless integration of new systems or process changes affecting the organization''s recordkeeping practices.

Records Officer

Botswana Open University
04.2015 - 10.2022
  • Provided training and guidance to staff on proper records handling procedures, fostering a culture of responsibility and accountability.
  • Generating learners lists that are used by the department of e-learning in connecting learners in the system to access their study materials.
  • Capturing data and analyzing the university's enrolment trends data through learner registration statistics extracted from the its system for various courses that is used by management for decision making.
  • Ensured regulatory compliance by staying current on industry standards and legislation related to records management.
  • Assisting learners during registration.
  • Drafting records index, policy and retention schedule.
  • Procurement of office stationery.
  • Remained informed on current regulations, especially concerning research industry and document creation.
  • Maintained organized and efficient document flows by using excellent planning and multitasking skills.
  • Compared incoming data against quality, integrity and accuracy expectations, identified faults and affected timely remedies.
  • Manipulated and converted documents to meet needs of individual personnel or projects.
  • Served as liaison between departments, facilitating communication regarding records-related issues and coordinating resolution efforts.

Administration Assistant

Botswana College Of Distance And Open Learning
04.2014 - 03.2015


  • Improved workplace productivity with the implementation of a centralized filing system, organizing both digital and physical documents.
  • Increased customer satisfaction by providing timely and professional responses to inquiries via phone, email, or in-person visits.
  • Safeguarded private information through meticulous record-keeping practices, adhering to company confidentiality policies at all times.
  • Demonstrated exceptional adaptability when faced with shifting priorities or new assignments from management figures in real-time situations.
  • Liaised between clients and vendors and maintained effective lines of communication.
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Assisting during examinations.
  • Dispatching of both Open Schooling materials to study centers and Tertiary study materials to learners during registration.
  • Capturing both Open Schooling and Tertiary enrolment data into the ITS system.
  • Assisting learners during application and registration.

Education

Bachelors of Archives And Records Management -

Institute Of Development And Management
02.2023

Associate Degree - Information Technology

Limkokwing University
06.2011

Skills

  • Proficient in task management
  • Confidentiality assurance
  • Records management
  • Effective time management
  • Detail-oriented approach
  • Collaborative teamwork skills
  • Proficient in utilizing electronic records management tools
  • Familiarity with compliance in records handling
  • Independent task management
  • Document control
  • Report generation
  • Advanced skills in MS Office applications

Certification


  • ICDL Profile Certificate, Institute Of Development And Management - Jan 2019
  • Data Analytics With Microsoft Excel, Botswana Accountancy College - Mar 2023
  • Diploma in GDPR and Data Protection, Alison - Dec 2024
  • ISO 27701 - Data Protection and Privacy - Information Management, Alison - Oct 2024
  • Document Control: From Principles to Practice, Alison - Oct 2024
  • Introduction to Public Administration, Udemy - May 2025


REFERENCES

1. Joel Rapinyana

Manager, Records

Botswana Open University, HQ

+267 71466023 / +267 3646023


2. Ndapiwa Ndzinge

Admissions Officer

Botswana Open University, HQ

+267 71221642 / +267 3646138


3. Tshiamo Rantsudu

Admissions and Study Center Coordinator

Botswana Open University, Gaborone Campus

+267 72250677 / +267 3646138

Timeline

Records Officer

Botswana Open University
10.2022 - Current

Records Officer

Botswana Open University
04.2015 - 10.2022

Administration Assistant

Botswana College Of Distance And Open Learning
04.2014 - 03.2015

Associate Degree - Information Technology

Limkokwing University

Bachelors of Archives And Records Management -

Institute Of Development And Management

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Maitshoko Irene Khunwane