Records Officer 1 (PIDG/RIM 2)

Key Responsibilities

To maintain the records and documents relating to the work of the Branch.

• Records all documents and correspondence received and dispatched daily;
• Implements and maintains an up-to-date records system; 
• Prepares files with relevant information as requested by officers; 
• Secures and maintains confidential files and ensures adherence to security procedures; 
• Pulls files periodically, files and archives or destroys expired files, as instructed;
• Retrieves files upon receipt of a duly authorized request; 
• Updates data entry and scanning of files; 
• Stamps and records correspondences daily upon receipt; 
• Dispatches incoming mails to the relevant personnel after recording and sorting;
• Ensures the proper recording of incoming and outgoing mails; 
• Develops an electronic database system for records;
• Assists with preparation of files for the onboarding process; 
• Obtains copies of amendments to Circulars, Gazettes and Acts from the Printing Office or other agencies as requested by the Manager, Recruitment and Employee Service;
• Maintains records of amendments to laws and procedures to facilitate the Recruitment & Employee Services Unit: 
  • Recording and distributing same to the relevant persons; 
  • Filing additional copy in sequence for future use. 

To ensure that all requests for information/documents are delivered within the time and manner specified. 

• Controls and monitors the movement of incoming and outgoing files; 
• Records file name, date of receipt/issue and person/unit in receipt or requesting storage;
• Establishes time frames for the return of files; 
• Maintains a first in first out basis when dealing with requests; 
• Classifies and places correspondence in index files. 

To ensure proper storage and retrieval of documents. 

• Maintains a computerized index list and inventory of all files in accordance with established standards; 
• Creates a database for all files in the Registry; 
• Compiles a list of closed files, noting date of closure and content; 
• Ensures files are properly stored and labelled. 

To perform other administrative duties. 

• Assists with the recruitment process, by contacting applicants and interview panellist;
• Sets up schedules for assessments and interviews; 
• Prepares and dispatches interview package to panellists; 
• Provides photocopying, shredding and other support services to staff; 
• Performs any related duties as assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Flexibility & Adaptability 
• Problem Solving & Critical Thinking 
• Stewardship Responsibility & Accountability 
• Communication 
• Teamwork 
• Emotional Intelligence 
• Relationship Building & Networking 
• Innovative Thinking 
• Results-Oriented 
• Change Leadership 
• Strategic Thinking 
• Team Leadership 

Knowledge 

• Knowledge of Records and Archives Act; 
• Working knowledge of Government records and management procedures;
• Working knowledge of the Department’s practices and procedures; 
• Working knowledge of the relevant computer system and applications. 

Minimum Required Qualification and Experience

• Graduated from a Secondary institution with four (4) subjects at the CXC or GCE ‘O’ Level, including English Language and a numeric subject, plus a minimum of three to four (3-4) years’ experience at the Level 1 or an equivalent academic training and experience. 

Please note that only shortlisted applicants will be contacted.