Information Records & Communications Manager (GMG/SEG 1)

JOB PURPOSE: 

The Information Records and Communication Manager is responsible for leading, planning and managing the Ministry’s HR records management programme (paper and electronic). The Information Records Manager ensures that legal obligations are met for the creation and retention of both paper and electronic records. This includes controlling the number of records created and stored, and identifying which records are to be preserved for historical and research purposes and which should be destroyed. The Information Records Manager is also the Knowledge Management Officer for the HRM&D Unit and as such assist in the succession planning processes, manpower analysis/forecasting and organization development. 

KEY RESPONSIBILITIES:

• Develop implement and administer specific plans to achieve compliance with the Public Sector’s HR Information Records Management policy and standards. 
  • Maintains a Management Information Systems database to provide support for the manpower planning activity as well as ensuring that staff list is current and accurate by: 
    • Requesting officers to complete the HRMIS active forms; 
    • Researching and collecting data for HRMIS system;
    • Entering data on the database for employees e.g. Separation, leave record, payroll information; 
    • Mapping each employee to his substantive post and acting post where applicable in accordance with the Civil Service Act. 
  • Ensures that all personnel files are in keeping with the prescribed legislation (Staff Orders). 
  • Ensure proper maintenance of all records (electronic and paper).
  • Review and evaluate on a periodic basis files stored in the HR registry to ensure accuracy and proper adherence to prescribed guidelines.
  • Ensure that all records are appropriately stored and maintained. 
• Develops, implements and manage HR reporting and analysis systems 
  • Prepares the following reports; 
    • Employees acting in clear vacancies six months or more;
    • Staff resignations; 
    • Employees who have been temporary for more than six months; 
  • Prepares status reports on the Unit Corporate and Operations plans for submission to the Strategic Planning Unit. 
  • Participates in developing the Unit’s Corporate and Operational Plan.
  • Participates in writing reports and HR publications. 
  • Prepares the manpower analysis and forecasting for the Ministry and submits for review and thereafter circulation to the relevant personnel. 
  • Monitors the Staff list to ensure accuracy and proper reporting. 
  • Prepares all HR related reports for OSC and PSED within the specified timeframe. 
  • Manages or maintains HREC/ HRMC records to ensure confidentiality and accuracy in the filing process. 
  • Maintains the E-census and HCMES database. 
  • Manages the maintenance of the recruitment and selection records. 
  • Ensure that all training related records are updated and filed appropriately on the employee’s personal files. 
  • Annual data call to ensure that employees’ records are current. 
  • Provides support service to HRMC, HREC and HRDC by preparing schedules of appointment, Personnel Data Forms, Registration/separation etc. 
  • Assists with the co-ordination of activities in producing the Ministry’s newsletter
• Develops and manages the HR communication platform to enhance customer service. 
  • Tracks HRM & D transaction processing time to monitor and ensure efficiency in satisfying the customer service charter standards. 
  • Maintains the Human Resource Management & Development (HRM& D) Web Pages and vacancy listing.. 
  • Uses the intranet Communication medium and workflow vehicle through which to disseminate information to the entire Ministry; 
  • Advise staff on all HR initiatives and activities. 
  • Assist with the planning and organizing of HR events. 
  • Assists with the producing of the Ministry’s HR newsletter and other communiqués. 
  • Responsible for the dissemination of all relevant communiqués, circulars etc to staff. 
  • Responds to all queries from internal and external clients. Monitors and maintain humres. 
  • Liaises with Information System Unit (ISU) and RECU (SHRMD) to ensure proper operation of Branches PC systems and minimum disturbances in the manipulation of the HRMIS data 
  • Tracks data/correspondences through the use of database application software; 
  • Tracks employee (benefits) for example those who participate in the benefits schemes such as health care and transportation for government employees (bus service) and prepares the relevant reports. 
• Assist with developing and implementing HR policies to ensure best practices and improve service delivery. 
  • Conducts research to identify HR related information to keep the branch informed of industry changes and abreast with new best practices.
  • Consults with clients on how to improve service delivery within the Unit.
  • Formulates the Records Management policy to keep current.
  • Keep abreast with Knowledge and Records Management changes to ensure that the unit is adhering to best practices. 
  • Plans, organize, review and establish best practice controls for HR activities or strategies. 
• To lead and manage the Records Management team members in the achievement of the above strategic objectives. 
  • Plan, organise and direct the work of the members, including assisting in the creation of the work plans, and PERs, and monitors the section’s achievement against them;
  • Develop and manage the performance of the team members, including transferring skills, motivating staff, setting performance targets, monitoring performance, providing feedback to staff, and recommend training; 
  • Ensure that the team members’ have sufficient and appropriate physical resources to enable to undertake their duties efficiently and effectively; 
  • Maintain effective working relationships with external and internal stakeholders and clients, ensuring that the section provides a consistently high level of service to them. 

REQUIRED COMPETENCIES: 

• Sound knowledge of computer applications – Microsoft Excel, Publisher, Word & Access; 
• Working knowledge of government HR procedures and processes
• Patience 
• Meticulousness 
• Capable of prioritizing 
• Good problem solving skills 
• Analytical skills 
• Administrative skills 
• Organizational skills 
• Communication skills 
• Interpersonal skills 
• Teamwork 
• Quality of Output 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE: 

• BSc. Human Resource Management or Public Administration or equivalent qualification. 
• Training in Records Management would be an asset. 
• Two (2) years’ working experience in a related area. 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.