Records Officer (PIDG/RIM 2)

Key Responsibilities

Technical/Professional: 

• Creates official Court files to support the work of the corporate operations of the Judiciary in accordance with established guidelines; 
• Processes Court files and document requisitions from the various corporate operational Divisions in the Judiciary; 
• Monitors that all Court files are complete and include relevant enclosures;
• Updates and docketsa Court files; 
• Retrieves and replaces Court files in line with established procedures;
• Processes incoming and outgoing correspondences;
• Scans and describes all active and inactive official files, in accordance with the Judiciary’s digitization agenda and the GOJ RIM Policy; 
• Maintains up-to-date records of Court file activities; 
• Monitors and manages files on loan to various Divisions within the Judiciary;
• Maintains an effective file-tracking system; 
• Photocopies documents; 
• Assists with the clearing of closed and inactive files; 
• Participates in periodic reviews of mail operations, with a view to developing the systems and procedures for processing mails; 
• Processes and dispatches incoming and outgoing correspondence; 
• Contributes to a reliable system for collecting and dispatching mail; 
• Maintains a recording system for all incoming and outgoing correspondence;
• Maintains an electronic database to facilitate tracking of dispatched correspondence requiring follow-up and ensures the appropriate action; 
• Maintains current postage of official correspondence; 
• Keeps abreast of changes in the postal service; 
• Prepares monthly reports on file and mail activities; 
• Observes all Health and Safety Risk Assessments, regulatory and security measures.
• Keeps current with the latest tools/techniques in Records and Information Management (RIM) to determine what new solutions and implementations will meet Judiciary’s business/operational requirements. 

Management/Administrative: 

• Participates in meetings, seminars, workshops and conferences, as required;
• Prepares reports, as required; 
• Maintains customer service principles, standards and measurements. 

Human Resource: 

• 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 of and conducts presentations on role of Division/Unit for the Orientation and Onboarding Programme; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent interpersonal and team management skills 
• Excellent oral and written communication skills 
• Strong analytical and problem-solving skills 
• Strong leadership skills 
• Strong customer relations skills 
• Excellent planning and organizing skills 
• Excellent judgment and decision-making skills 
• Ability to influence and motivate others 
• Proficiency in the use of relevant computer applications 

Technical: 

• Basic knowledge of Records and Information Management principles and practices
• Demonstrates sound personal and professional integrity, reflecting high ethical and moral values 
• Knowledge of health and safety procedures and precautions 
• Literacy and Numeracy skills are sufficient to check delivery notes, measurements, etc.
• Ability to operate in a secure contained information facility environment Awareness of confidential information transmission protocols 
• Knowledge of ICT systems and applications 

Minimum Required Qualification and Experience

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

Special Conditions Associated with the Job

• Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. However, there will be considerable physical activity, which may involves:
  • Heavy physical work; heavy lifting, pushing, or pulling required objects up to 50 pounds; 
  • Working in environments with some exposure to hazards or physical risks, which require following basic safety precautions; 
  • Working in moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.

Please note that only shortlisted applicants will be contacted.