Records Clerk - (PIDG/RIM 1)

Qualification and Experience

• Four subjects at GCE O’Level/CSEC/SSC/City & Guilds inclusive of English Language and Mathematics. 

Plus 

• A minimum of two (2) years’ experience at a clerical level in Personnel Administration or Human Resource within a public sector organization. 

Specific Knowledge and Required Skills

• Excellent typing skills. 
• Good speedwriting and minute taking skills. 
• Excellent oral and written communication skills. 
• Good time management and organizing skills. 
• Good interpersonal and customer service skills. 
• Ability to work on own initiative. 
• Professional attitude and confidentiality 

Key Responsibilities will include:

• Interviewing visitors and callers, determines the nature of their enquiry and refers them to the appropriate officer. 
• Receiving and sorts incoming mails and dispatches outgoing mails 
• Preparing internal and external correspondences 
• Performing typing services for the department. 
• Typing reports, budgets, programmes plans, routine letters/memoranda 
• Recording the movement of correspondence and files. 
• Printing and or copying of office form, correspondence, reports and other documents
• Planning for meetings, and seminars 
• Organizing and service meetings (producing agendas, taking minutes and prepares minutes required). 
• Developing and maintain an effective information storage and retrieval system
• Providing support to employees 
• Ensuring all schedule vacation, departmental and sick leave are processed through human resources management and development Unit 
• Liaising with staffs in other facilities on the instruction of the reporting officer
• Keeping electronic inventory of equipment 
• Scheduling appointment for inpatients and outpatients referred to clinical dietetics services 
• Ensuring that health records are retrieved on Monday and Wednesday for NOPC
• Entering Nutrition Clinic statistics entered on appropriate form after each clinic
• Collating data for inpatient clinical dietetics service 
• Ensuring that data for administrative and clinical dietetics quarterly report are accurately entered in Excel spread sheet. 
• Assisting the Regional Dietitian/Chief Dietitian in validating data 
• Ensuring the safety and security of confidential documents and reports.
• Following up on correspondences and assignments issued by the reporting officers to functional officers. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• May be required to work beyond the normal working hours. 
• Required to meet numerous critical deadlines 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED.