Manager, Corporate Records (GMG/SEG 1)

Job Purpose

Under the direction and management of the Director, Records and Documentation Services, the Manager, Corporate Records is responsible for participating in the analysis, planning, development, delivery and administration of the centralized and decentralized records management programmes for the Judiciary’s corporate office. Additionally, the officer provides training and technical assistance to Divisions/Branches/Sections/Units on the electronic document management systems (EDMS).

Key Responsibilities

• Assists in developing, implementing, evaluating and communicating records management policies, processes, systems and procedures to ensure compliance with all legal requirements and organizational objectives; 
• Assists in implementing quality control procedures to ensure integrity of documents, electronic Images and/or records metadata; 
• Assists with the development and maintenance of Retention and Disposal/Destruction Schedules protocols and systems; 
• Manages the working relationships with all Corporate Divisions/Branches/Sections/Units of Judiciary in the purging of electronic and paper-based files and co-ordination of the timely disposal/destruction of records; 
• Co-ordinates the disposal/destruction of records in accordance with retention schedules and prepares resolutions of disposal/destruction; 
• Co-ordinates the assessment and storage of inactive records at the Government Records Centre and the Jamaica Archives for posterity; 
• Applies and maintains classification schemes and retention schedules to ensure proper retention, retrieval and accessibility; 
• Maintains information and generates reports utilizing computer equipment/technologies;
• Codes, files and retrieves a wide variety of materials under a complex, comprehensive records management system; 
• Analyzes complex records management situations, evaluates alternatives and recommends or adopts effective course of action; 
• Manages the maintenance of electronic and hard-copy document storage and retrieval strategies and programmes; 
• Monitors and evaluates onsite and offsite records storage for various Divisions in the CAD and leads the execution of periodic audits to ensure the integrity of the CAD records management practices; 
• Collaborates with the Directors ICT and Director, Records and Documentation Services in the design and development of Electronic Document Management System (EDMS) to transform the records management landscape of the Judiciary; 
• Partners with end users, provides assistance, and encourages adoption within the Ministry’s Electronic Document Management System platforms; 
• Provides instruction and training to the user community (management, staff, internal customers, etc.) on RIM policies and best practice usage of the electronic document management and manual systems; 
• Co-ordinates quality assurance and user testing in the Electronic Document Management Systems in partnership with the ICT Branch; 
• Conducts studies and analyzes data to provide recommendations on the effectiveness of existing methods and procedures; 
• Updates continually the Judiciary/CAD records management processes and procedures in accordance with trends and developments in the content management industry, as directed by Director, Records and Documentation Services; 
• 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 and team management skills; 
• A high level of initiative and self-motivation; 
• 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: 

• Sound knowledge of principles, practices, methods and techniques of records management including retention criteria;
• Sound knowledge of Jamaican RIM laws, codes, regulations and policies in assigned areas of responsibility; 
• Sound knowledge of principles, practices, and methods in the design, systems administration and maintenance of Records Management Software (RMS);
• Sound knowledge of principles and practices of quality control in records management;
• Knowledge of EDM Systems 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 
• Three (3) 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.