Director, Records and Documentation Services (GMG/SEG 2)

Job Purpose

Under the management and supervision of the Court Records and Documentation Analyst, the Director, Records and Documentation Services is responsible for supporting records management best practices, including retention scheduling, file classification, file storage and retrieval in the Judiciary. The Analyst also bolsters the RIM process by scheduling and conducting periodic audits of records management systems and procedures in assigned Courts across Jamaica. 

Key Responsibilities

• Assists in the development and administration/implementation of a comprehensive records management programme and system for use in the Judiciary; 
• Codes, files and retrieves a wide variety of materials under a complex, comprehensive records management system; 
• Updates and maintains information and generates reports utilizing computer equipment (EDMS Systems); 
• Liaises with operational Divisions/Branches/Section/Units across the Judiciary to guide and design file and information classification systems for active records and content management systems; 
• Works collaboratively with Divisions/Branches/Section/Units across the Judiciary to ensure effective use of the records management system and procedures;
• Analyzes complex records management situations, evaluates alternatives and recommends or adopts effective course of action; 
• Explains and applies RIM rules, policies and procedures applicable to Judiciary’s operations; 
• Schedules and completes periodic records management assessments and audits for court records systems across all Court structures in Jamaica; 
• Analyzes records and document management systems for Divisions/Branches/Section/Units across the Judiciary, according to approved Retention Schedules and related guidelines; 
• Assists assigned Divisions and Work Units in creating and/or documenting file classification plans and processes; 
• Provides instruction and training to the user community (management, staff, internal customers, etc.) on the Judiciary’s policies and best practice usage of the electronic document management and manual systems; 
• Assists the Director, Court Records and Documentation Services in identifying and addressing revisions needed under the Judiciary’s Retention Schedule; 
• Assists in managing record destruction requests and processing; 
• Liaises with various technical and administrative functionaries across the Judiciary for the identification and transfer of records to storage facilities; 
• Assists with the co-ordination relating to the transfer of inactive and archival materials to off-site storage, as well as the retrieval of materials as required;
• Builds rapport with multiple external stakeholders to aid the work of the Court Records and Information Management work of the Judiciary; 
• Identifies best knowledge management practices and leverage existing technology and skill set to create new systems and business intelligence forums; 
• Keeps current with the latest tools/techniques in Records and Information Management and Reporting to determine what new solutions and implementations will meet Judiciary’s business/operational requirements; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent verbal, written and presentation skills; 
• Excellent interpersonal and negotiation skills; 
• Strong analytical and problem-solving skills; 
• Strong leadership skills and team management skills; 
• Strong customer relations skills; 
• Excellent planning and organizing skills; 
• Excellent judgment and decision-making skills; 
• A high level of initiative and self-motivation; 
• Ability to influence and motivate others; 
• Proficiency in the use of relevant computer applications. 

Technical: 

• Knowledge of principles, practices, methods and techniques of records management, including retention criteria; 
• Knowledge of Jamaican RIM laws, codes, regulations and policies in assigned areas of responsibility; 
• Knowledge of principles, practices and methods in the design, systems administration and maintenance of Records Management Software (RMS); 
• Knowledge of principles and practices of quality control in records management;
• Knowledge of EDMS troubleshooting principles and practices; 
• Aptitude for developing and maintaining collaborative relations with team members both within and outside the Judiciary; 
• Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects. 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Library and Information Management, Archival Management, Records Management, Knowledge Management, Public Sector Management, Public/Business Administration, or a related discipline; 
• Certification/training in Supervisory Management 
• Five (5) years’ experience in a Records, Information or Knowledge Management environment. 

Special Conditions Associated with the Job

• 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;
• May be required to travel locally and overseas to attend conferences, seminars and meetings.

Please note that only shortlisted applicants will be contacted.