Senior Records Officer (PIDG/RIM 4)

Job Purpose

Under the supervision of the Director, Human Resource Management, the Senior Records Officer is responsible for managing the updating/maintenance of personnel records manually and the implementation of an efficient Records Management System to support the operations of HR business processes in the Human Resource Management Branch. 

Key Responsibilities

Technical/Professional: 

• Creates official HR files to support the work of the Human Resource Management Branch in accordance with established guidelines; 
• Creates new files and establishes appropriate methods for the storage of old files;
• Conducts records file audits; 
• Conducts inventory exercise; 
• Provides advice to internal users of records systems .e.g. secretaries;
• Establishes a system for the creation and amendment of files; 
• Oversees the operation and maintenance of Records and Information Systems including the creation, receipt, storage, retrieval and disposition of files; 
• Ensures that all personnel files are updated and include relevant enclosures;
• Updates file records on minute sheets; 
• Maintains up-to-date records of file activities; 
• Maintains an effective file-tracking system; 
• Maintains a Recording System for all incoming and outgoing correspondence;
• Prepares Monthly Reports on file and mail activities; 

Management/Administrative: 

• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports 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; 
• Performs any other duties and functions 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 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 Education 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. 

Special Conditions Associated with the Job

• May be exposed to some amount of dust; 
• May be required to do some amount of lifting, bending, stooping and walking;
• Pressured working conditions with numerous critical deadlines.

Please note that only shortlisted applicants will be contacted.