Records Manager (PIDG/RIM 5)

Job Purpose

To ensure the efficient and effective management of the Ministry’s Records and Information Centre by undertaking, through subordinates, the processing of incoming information, documents and correspondence, sorting and classifying material for integration into the Organization’s information system, retrieving and referencing information for users and maintaining, logs and indices to provide status of information and records. In addition, the incumbent would manage the preparation of documents for dispatch by mail/courier and the updating of records on a continuous basis. 

Key Responsibilities

• Operational Management of Records Centre by: 
  • Managing the Records Centre, planning the work schedules and supervising the clerical aspects of the job 
  • Providing suggestions and recommendations for maintenance and development of the Ministry’s records management policy, standards and procedures 
• Provision of Enquiry and Information Retrieval Services 
• Research and retrieve information by: 
  • Assisting internal clients in requesting information by suggesting possible sources 
  • Responding to all requests for files and/or documents, whether made in person, over the telephone or in writing 
  • Conducting research into files in order to provide requested information 
  • Maintaining an accurate record of and tracking files created and/or on an automated or manual file indexing system 
  • Ensuring that files that are loaned for longer than the predetermined loan period are returned for updating or for use by other officers 
  • Maintains an accurate record of and trace BU requests in order to ensure that requested files are delivered on the day requested and officers are kept up-to-date on the status of their requests 
• Operation and Maintenance of Record Keeping Systems by: 
  • Maintaining the physical organization and structure of the filing system in the records centre; 
  • Preparing and/or updating description of files and files series and enter these into the Records Centre index databases; 
  • Identifying (systematically) and organizing all incoming documents according to a logical classification scheme and make necessary amendments to the classification scheme by: 
    • Referring all incoming “official” mail for action as necessary 
    • Classifying all incoming documents according to the established classification scheme by analyzing the content of documents and comparing this with the results of searches of the file and series descriptions on the file tracking system 
    • Determining appropriate cross-references for all incoming documents 
    • Assigning document reference codes to all documents to facilitate placement of document on the appropriate file 
    • Preparing and maintaining accurate file lists and indexes using the customized automated file database 
    • Reviewing and implementing, as appropriate, requests for the creation of new files and amendments to the classification scheme 
    • Maintaining security of records and files 
• Implementation and management of records retention schedule by: 
  • Reviewing and preparing files for transfer to a secondary storage facility
  • Assisting with the development and implementation of records retention and disposition authorities 
• Management Reporting by: 
  • Preparing standard and customized reports about files using the automated Records Management Database 
  • Maintaining records on all information requests received in the Ministry under the ATI legislation 
• Provision of Training and Awareness to Records Centre Staff and Users by:
  • Participating in orientation, training and cross-training of new employees and customers 
• Provides Support for the Administration of the Access to Information Act by:
  • Documenting receipt of all requests 
  • Conducting research for information requested by applicants 
  • Assisting with general administration of ATI 
• Database Management: 
  • Reviews all data entered by records officers into the records management databases for completeness and accuracy; ensures any necessary correctness, modification or updates are completed in the appropriate databases 
• Assists with the co-ordination of Records Centres in Jamaica Missions Overseas. 

Required Knowledge, Skills and Competencies

• Strong oral and written communication skills, inclusive of face-to-face telephone usage
• Good time management, planning and organizational skills 
• Working knowledge of policies related to the operations of the Public Sector
• Knowledge in the design and implementation of basic records management procedures
• Knowledge of administrative and support systems and practices 
• Excellent customer service and human relations skills 
• Proficiency in computing and the use of the computer and other standard office machinery Working knowledge of resource administration 
• Sound knowledge of administration and support systems 
• Be highly confidential, professional, mature and capable of relating appropriately to individuals of various social backgrounds 
• Proficiency in information and document systems and management 

Minimum Required Qualification and Experience

• Degree in Library and Information Studies; 
• Diploma in Records Management; 
• Minimum of two (2) years working experience in Records/Information Management in a registry; 
• Training/Knowledge in: Computing, Information Systems and System Administration. 

Special Conditions Associated with the Job 

• Incumbent is expected to work beyond normal working hours to meet deadlines;
• Occasional mental stress; 
• Occasional lifting of boxes; 
• Frequent exposure to dust; 
• Incumbent is expected to work under pressure and on own initiative.

Please note that only shortlisted applicants will be contacted.