Director, Documentation Information and Access Services (GMG/SEG 2)

JOB PURPOSE

Reporting to the Senior Director, Human Resource Management & Development, the incumbent is responsible for coordinating, implementing and administering the activities of the Documentation and Information Unit, ensuring that the relevant policies and best practices are implemented and up to achieve organizational efficiency and effectiveness. 

The duties and responsibilities include but are not limited to the following: 

KEY RESPONSIBILITIES

Managerial/Administrative Responsibilities: 

• Develops budget, operational and work plans for the Unit. 
• Develops programs for the Unit ensuring staff is effectively utilized. 
• Formulates a complete and systematic process for obtaining advice from the Attorney General’s Department. 
• Guides and adhere to legal requirements which effect the information of the Organization.
• Represents the Department at relevant records management conferences. 
• Implements the provision of a comprehensive reference service to support the Department and its division need for relevant, timely and accurate information. 
• Informs appropriate response to requirements to disclose records as a result of litigations which specific references to information management. 
• Liaises with the Access to Information Unit of the Jamaica Archives and the Records Department on problems arising from the implementation of the Act. 
• Represents the Department at relevant Records Management forum and conferences. 
• Liaises with the Department’s Legal Officer to obtain in-house, expert advice and document which are not clearly non-exempt documents. 
• Provides policy advice on the ATI Act on other legislation arising from the ATI Act issues to the Department staff. 

Technical/Professional Responsibilities: 

• Implements the policies, procedures and codes of practice for Access to Information to the Organization’s official records. 
• Develops strategy for managing a wide variety of access for information request. 
• Develops long range forecast for records and information management programs with the Department. 
• Plans, develops and establishes policies and procedures, formulates goals and objectives for operations, essential to be effective delivery of information. 
• Reviews documentation systems, procedures, holdings and equipment to ensure that they support management effectiveness. 
• Plans and designs and effective vital records protection and disaster recovery program for the Department. 
• Produces and submit reports and progress, problems, and makes recommendation for improvement. 
• Initiates review of the Department relevant legislation with regulation policies procedures program and information systems to ensure compliance with the ATI Act and legislation.
• Satisfies the information needs of the Department clientele by reviewing documentation systems procedures to ensure that the support management effectiveness. 
• Arranges for and facilitates the publication of comprehensive information about activities and operation through website and other media which minimizes the necessities for format direct request to be processed. 
• Analyses and appraises the status of records keeping and documentation in the Department and develops and oversees the implementation of modern, professional and technical standards. 

Human Resource Responsibilities: 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action where necessary to improve performance and/or attaining established personal and/or organizational goals. 
• Participates in the recruitment of staff for the Unit and recommends transfers, promotion, termination and leave in accordance with established Human Resource policies and procedures. 
• Collaborates with the Division in developing and implementing a succession planning program for the Unit to facilitate continuity and the availability of required skills and competencies to meet the needs of the Unit. 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching. 
• Guides the welfare and developmental needs of staff in the Unit are clearly identified and addressed. 
• Establishes and maintains an environment that fosters a culture of teamwork, employees’ empowerment and commitment to the unit and the organization’s goals. 

Other Responsibilities: 

• The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position. 

REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES 

• Sound knowledge of records management in Government, conducting records inventory and building records retention schedule. 
• Good knowledge of the operations of Government and ministerial portfolios of responsibilities. 
• Sound knowledge and experience in the management of electronic and record keeping systems. 
• Sound Knowledge of library and records management databases and software.
• Good Knowledge of relevant legislation (ATI Act and Archives Act). 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE 

• Bachelor’s Degree in Library or Archival Studies plus training in computer information systems with at least five (5) years’ experience in the field; OR 
• First Degree and Post-Graduate diploma in Library or Archival Studies and seven (7) years’ experience in the field and training in computer information systems; OR Any other combination of training and experience that would yield the necessary skills needed at this level. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB 

• Critical deadlines for completion of tasks; 
• May be required to work beyond the normal working hours; 
• May be required to work on weekends and public holidays; 
• Exposure to high-risk environment within Correctional Facilities and their environs. 

AUTHORITY

• Select and approve system for managing records. 
• Extent of access by internal and external customs to the unit’s information resources and facilities. 
• Recommends staff within the Division for promotion or re-assignments. 
• Recommends training programs and promotion for the staff. 
• Ensures the staff awareness of the policies, procedures and regulations of the Ministry.
• Ensures attendance reports are prepared quarterly. 
• Participates in the recruitment of staff for the Division.
• Selects new Publications for acquisition. 
• Approves sick, departmental and vacation leave for the staff. 

We thank all applicants for their expressions of interest, however only short listed candidates will be contacted.