Registrar at the Social Administration in Stockholm

Stockholm – our capital city with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. We are now looking for someone who wants to think big, new, and differently with us – for the people of Stockholm.

The Social Administration in the City of Stockholm has an overarching and coordinating role for social services related to individual and family care and the area of disabilities. Here, we create good conditions to meet residents in need of social services support. In close collaboration with the district administrations, we contribute to a modern, digital, legally secure, equal, and knowledge-based social service, and we have a strong focus on development. Within the administration, a wide range of support measures is offered to the city's residents, and the offerings change based on the needs of Stockholmers and the wishes of the district administrations. The work often takes place in close cooperation with other authorities, civil society, and the business community. The Social Administration is also responsible for the city's serving and tobacco permits and conducts supervision.

Do you have experience in registration and good knowledge of public access and confidentiality? Are you passionate about good service and want to help develop information management through digitization in one of the city's specialized administrations? Then this could be the role for you!

Welcome to us

The office is part of the preparedness and administration department and consists of eight employees plus a unit manager.

The office guides and supports the administration's operations within our areas of expertise: registration, archives, committees, legal issues, information security, operational planning, and follow-up. We work for a modern, legally secure, and efficient information management, a good public access structure, and an effective and trustworthy handling of committee administration. We contribute to creating conditions for effective and purposeful governance, follow-up, and development throughout the organization. We are located in pleasant, newly renovated, and modern premises in Farsta Centrum, close to the subway and a shopping center with a wide range of restaurants and cafes.

We offer

We offer you an open climate where we have great trust in each other's competence, wellness grants, good, favorable prices at Stockholm's municipal swimming pools including various gym chains, flexible hours as well as winter and summer working hours, and the possibility of vacation exchange which means five or six extra vacation days.

Your role

As a registrar, you have a central and important function and work to ensure that the principle of public access is adhered to by providing support in tasks related to information management. You work closely with other colleagues on issues related to archives, data protection, internal control, and committee processes to provide good and efficient service to the administration's employees, the public, other authorities, and external stakeholders.

Your main tasks also include:

• ongoing registration, which means receiving and handling incoming and outgoing documents, classifying and registering them in the case management system eDok, assessing confidentiality, and managing the release of public documents
• providing advice, support, and training to the entire organization regarding information management, following up, and ensuring compliance with routines within your areas of responsibility
• being involved in developing working methods within case and document management as well as information management
• being an object specialist/superuser in eDok
• being the data protection coordinator for the department
• acting as a stand-in for the committee secretary in their absence if needed.

Your qualifications and experience

We are looking for someone who has:

• registrar training or education in archive and information science
• several years of work experience as a registrar
• good knowledge of public access and confidentiality legislation as well as laws governing the registrar's function and responsibilities
• the ability to express yourself clearly and effectively in both spoken and written Swedish
• a high level of digital maturity where you have actively worked in various programs of the Office suite and different digital systems.

It is an advantage if you have:

• work experience from similar municipal operations, preferably in an organization focused on social care
• experience in digital development work within information management
• experience in conducting training, preferably in the subject areas
• experience with the case management system eDok
• experience with the document management system Platina
• experience working with support and coordination of information security work and data protection (GDPR).

Personal abilities and skills

In this recruitment, we place great emphasis on the competencies mentioned below, personal suitability, as well as motivation and commitment to the position.

• you are self-driven and used to pushing your own work forward by being responsible, structured, and meticulous
• you have good communication skills, are pedagogical, and provide good support and service
• you have a good ability to collaborate, enjoy working on development issues, and gain energy from handling multiple tasks simultaneously.

Other

In this recruitment, we do not use personal letters, which means you do not need to attach a personal letter. In assessing your application, we will only base it on your CV and a number of questions you will answer when applying for the position. We ask that you respond concretely and briefly to the questions, and that there is a clear connection between your answers and your CV.

Probationary employment may be applied.

We see diversity as enriching and welcome all applicants regardless of gender, gender identity or expression, sexual orientation, ethnic background, religion or belief, disability, and age.

The City of Stockholm works with competency-based recruitment aimed at recognizing each person's competence and thereby counteracting discrimination.