Records Analyst (PIDG/RIM 4)

Job Purpose

Under the management and supervision of the Records Manager, the Records Analyst is responsible for supporting records management best practices, including retention scheduling and file classification in the MOJ. The Analyst also bolster the RIM process by scheduling and conducting periodic audits of records management systems and procedures. 

Key Responsibilities

Technical/Professional: 

• Assists in the development and administration/implementation of a comprehensive records management programme and system for use in the MOJ; 
• Codes, files and retrieves a wide variety of materials under a complex, comprehensive records management system; 
• Updates and maintains information and generates reports utilizing computer equipment (EDMS Systems); 
• Liaises with operational Divisions across the Ministry to guide and design file and information classification systems for active records and content management systems;
• Works collaboratively with Divisions and related Departments/Agencies to ensure effective use of the records management system in the MOJ; 
• Analyzes complex records management situations, evaluates alternatives and recommends or adopts effective course of action; 
• Explains and applies RIM rules, policies, and procedures applicable to MOJ operations;
• Schedules and completes periodic records management assessment and audits for decentralized records in onsite and offsite Divisions of the MOJ; 
• Analyzes records for Divisions and work Units according to the MOJ Retention Schedule;
• Assists assigned Divisions and work Units in creating and/or documenting file classification plans and processes; 
• Provides instruction and training to the user community (management, staff, internal customers, etc.) on Ministry policies and best practice usage of the electronic document management and manual systems; 
• Assists the Records Manager in identifying and addressing revisions needed under the MOJ’s Retention Schedule; 
• Assists in managing record destruction requests and processing; 
• Liaises with various technical and administrative functionaries across the Ministry for the identification and transfer of records to storage facilities; 
• Assists with the co-ordination relating to the transfer of inactive and archival materials to off-site storage, as well as the retrieval of materials, as required. 

Management/Administrative: 

• Develops Individual Work Plans based on alignment to the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences, as required;
• Prepares reports and programme documents, as required; 
• Maintains customer service principles, standards and measurements. 

Human Resources: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme. 

Required Knowledge, Skills and Competencies

Core: 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Ability to use own initiative 
• Integrity 
• Good interpersonal skills 
• Good oral and written communication skills 
• Teamwork and co-operation 
• Good time management skills 
• Good planning and organizing skills 
• Good problem-solving and decision-making skills 

Technical: 

• Accountability 
• Analysis and evaluation 
• Attention to Detail 
• Goal/Results oriented 
• Methodical 
• Records Management 
• Resilience 
• Stress Tolerance 
• Technical skills 
• Use and Application of technology 
• Knowledge of principles, practices, methods, and techniques of records management including retention criteria 
• Knowledge of principles, practices, and methods in the design, systems administration, and maintenance of Records Management Software (RMS) 
• Knowledge of principles and practices of quality control in records management
• Knowledge of EDM Systems troubleshooting principles and practices 

Minimum Required Qualification and Experience

• Graduation from a recognized institution with a Certificate/Diploma in Records Management and two (2) years relevant experience. 

OR 

• Training in Library Science and/or archival procedures from a recognized institution and three (3) years’ experience in the field or a similar environment;. 

OR 

• High School graduate with four (4) subjects at the CXC or GCE O’Level, including English Language and a numeric subject and training in Records and Information Management systems, procedures and practices and automated technologies as it relates to Records Management and/or area of operation; 
• Seven (7) years’ experience in a similar environment; 

OR 

• Any other combination of training and experience that would yield the necessary skills needed at this level.

Please note that only shortlisted applicants will be contacted.