registrar.

Working as a registrar includes:

• Record keeping: The registrar receives, sorts, and registers documents in digital case management systems. This must be done according to legislation for the principle of public access and archive management.
• Classification of documents: Incoming and outgoing documents are classified. They are reviewed for confidentiality and can then be classified as public documents that may be released to the public upon request.
• Case management: In this role, you assign cases to the right case officer and unit. You follow up on the case throughout its lifecycle.
• Advice: You provide support to the public and the organization you work for regarding document management. You can also give advice on procedures for registration and the release of documents.
• Development of routines and processes: In this role, you develop and improve internal processes for information and records management. Good knowledge of digitalization is required here.
• Sorting: When cases are closed and transferred to the archive, you carry out correct archiving and sort documents according to the regulations.

Your work environment is primarily office-based, where you work in case and document management systems. You also handle email and physical mail. Much of your work takes place in front of a screen, which means there are requirements for ergonomics, breaks, and measures to prevent strain-related issues. The employer is responsible for ensuring that the Swedish Work Environment Authority’s regulations are followed. When cases are closed, the physical documents must be transferred to the archive according to the archiving regulations. Here you need to perform correct scanning, sorting, and store the documents in the local archive.

Working hours are usually during the day. Some parts of the work may require being on call or standby for urgent information matters. Working hours are regulated by working time legislation and your employment contract. Sometimes the workload can be high when you have a large number of incoming cases or when you need to quickly conduct confidentiality assessments. The employer is responsible for systematic work environment management and takes measures to prevent stress in the workplace. Sometimes you may work with classified information or sensitive cases. This requires special procedures and security clearance.

You collaborate daily with case officers responsible for specific matters. You also work closely with archivists and legal professionals during confidentiality reviews. Other colleagues may include IT specialists, managers and controllers. When handling mail and customer service, you are in contact with administrators and you can also work with external suppliers and security personnel.

A registrar is usually employed full-time on a permanent contract. This means up to 40 hours per week according to the standard for office work. Working hours are typically scheduled on weekdays during the day when the workplace is open and active case management is taking place. In organizations where there is a high level of readiness or urgent handling of documents, however, the employer may require on-call work. This means the registrar needs to be available even outside regular office hours. This time is considered on-call time and is regulated by the Working Hours Act. There are restrictions on how much on-call time is allowed.

Some workplaces offer flexible hours and alternative extensions of working hours. This makes it possible to adjust working hours within the framework of office hours and the staff’s needs. There are part-time positions for registrars, especially in private and municipal organizations where there is a limited need, or where the tasks can be combined with other functions. The employer must specify the scope of working hours when hiring.

In the short term, the job market for registrars is expected to be balanced, but in the longer term, there may be a decrease. The Public Employment Service assesses that the demand for office assistants and similar roles is currently medium-sized but may decrease within five years. This is due to increasing automation and digital document management.

Despite challenges, there are opportunities for development for those who want to specialize in the profession. You can improve your prospects by taking responsibility for information management and process development. As an experienced registrar, you can move on to roles such as information manager, archivist, or team leader for document and case management. It is also beneficial to develop skills in digitalization, information security, and system improvements. These areas will become increasingly important in the future.

There are many advantages to finding an open job as a registrar through Randstad.

• access to skills development and further training in information and document management, digital systems and information security
• a dedicated contact person who supports you during your employment
• a wide selection of available jobs in records management, archives, and administration
• possibility for full-time and part-time work depending on the assignment

Are you looking for a permanent position as a registrar? Working as a consultant can be an effective stepping stone to a permanent job with attractive employers. Every year, many of Randstad's consultants move on to permanent employment. In addition, many companies recruit their registrars directly through Randstad.

A basic high school education is sufficient to get a job as a registrar. It is an advantage to have post-secondary courses and training in document and information management, as well as knowledge of relevant legislation.

After a few years as a registrar, it is possible to move on to the role of archivist, administrative coordinator, or specialist in document and information management. Some organizations also offer development to team leader in document management.

It's easy to apply for a job as a registrar. Start by searching among our available positions. When you find a position you want to apply for, click on apply and send your cover letter along with your CV if needed. The application process may include a personal interview. If you need help with your application, read our tips here.

A registrar is responsible for receiving incoming documents and for registering and recording them. You release public documents, provide advice on document management, and develop procedures for efficient case handling.