Access Officer (GMG/SEG 1)

Key Responsibilities

Management/Administrative: 

• Participates in the deliberations of the Organization’s Records Management Committee and acts as Recording Secretary at these meetings; 
• Maintains knowledge of laws affecting records and Information Management;
• Advises on documents which should not be released because they fall in the exempt category; 
• Holds dialogue with/interview members of the public to ensure proper definition of data/ information requested; 
• Keeps members of the public fully informed on the status of requests; 
• Participates in ensuring that documents and information can be identified and retrieved in various formats when required, by promoting within the Unit, best practices in relation to records maintenance, storage, appraisal, archival and disposal in accordance with accepted Records Management; 
• Collaborates with the Information Technology Division/Section in providing content for maintaining the Department’s Website and cross-reference database for the Local Authorities and Agencies; 
• Maintains documentation on all referred requests and all requests satisfied or denied;
• Participates in ensuring that adequate resources, equipment, technology, accommodation, staff are in place in the Unit, its Agencies and Local Authorities to support the Records Management function, thereby facilitating the successful implementation of the Access to Information provisions; 
• Participates in ensuring adherence to legal requirements that affect retention, dissemination access and storage of information maintained by the organization;
• Maintains an up-to-date statistical record of requests received and responses for input in the quarterly and annual reports; 
• Prepares quarterly and annual reports for the Minister on: 
  • The number of applications for access received, granted, deferred, refused or granted subject to deletion; 
  • Which sections of the Act were relied on to refuse in part or full, requests for information; 
  • The categories of exemptions claimed and the numbers of each category;
  • Applications for internal review of relevant decisions; 
  • Appeals against relevant decisions and the rate of success or failure thereof
  • Liaises with the Access to Information Unit of the Jamaica Archives and Records Department from time to time on problems arising with the implementation of the Act; 
  • Transfers requests for documents which are not in the possession or control of the Department to the relevant Ministry, Agency or Department and advises applicants accordingly; 
• Serves as the central contact for enquires, complaints and queries from the public regarding the ATI Act; 
• Implements a process for receiving, documenting, tracking, investigating and taking action on complaints concerning the policies and procedures in relation to the ATI;
• In consultation with the Director, facilitates and promotes programmes to foster awareness, within the organization of the provisions of the ATI Act/legislations; 
• Participates in the conduct of annual inventory, survey and audit of records to ensure that records are arranged in a way that Divisions are able to retrieve information quickly and efficiently, and facilitates implementation of authorized disposal arrangements; 
• Represents the Department at national and international fora in areas related to Access to Information. 

Technical/Professional: 

• Provides public access to non-exempt Government Records through the systematic reviewing and controlling of recorded information; 
• Participates in record inventory and retention schedule projects; 
• Assists with the implementation of all decisions in accordance with the ATI, and other relevant legislation e.g. The imposition of charges on access to documents;
• Conducts an initial review of all requested documents under the ATI legislation to determine whether they should be released; 
• Assists with the implementation of all decisions in accordance with the ATI and other relevant legislation e.g. the imposition of charges on access to documents;
• Reads documents requested to determine whether they contain any information which should be deleted because it falls into one of the exempt categories; 
• Develops data capture and analysis systems for statistics necessary as input to annual report of the Permanent Secretary; 
• Participates in the implementation of an Information Policy in relation to the review, appraisal, retention, disposal, storage, maintenance and other aspects of Record management; 
• Implements procedures, reporting requirements and formats for monitoring policies, procedures and practices for administering the Act; 
• Participates in the development of procedures aimed at accurate and timely response to requests by reviewing all requests for records and makes a determination to:
  • Grant access to documents; 
  • Refuse access to documents; 
  • Grant access only to some documents specified in the application; 
  • Deletes exempt content from otherwise non-exempt documents; 
  • Defer the grant of access to documents; 
• Prepares, on behalf of the Director General, submissions relating to appeals of the Tribunal
• Keeps abreast of national, regional and international laws and regulations relating to Access to Information and their applicability to our local situations; 
• Participates in the implementation of a performance measurement scheme for the Records Management system to identify whether or not the information is being managed efficiently and demonstrates value and accountability; 
• Participates in ensuring that a Disaster Preparedness and Recovery Plan is in place;
• Researches and prepares documentation for special assignment such as speeches and conferences; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills; 
• Excellent interpersonal and customer relations skill; 
• Good leadership and supervisory skills; 
• Good analytical and problem-solving skills; 
• Good planning and organizing skills; 
• Good integrity/ethics exercised in the performance of duties. 

Functional: 

• Good judgement and initiative; 
• Good research skills; 
• Through knowledge of procedures, techniques and resources of strategic Information management; 
• Through knowledge of Archival theory and practice; 
• Through knowledge of laws and regulations relating to access and retention of records;
• Proficiency in the relevant computer applications. 

Minimum Required Qualification and Experience

• Bachelor of Science Degree in Library/Archival Studies/Records Management or equivalent; 
• Knowledge in the field of Public Administration; 
• Training in customer Service; 
• Five (5) years’ experience in the related field.

Please note that only shortlisted applicants will be contacted.