Records Administrator (PIDG/RIM 4)

Key Responsibilities

Technical/Professional: 

• Assists with the planning and management of the Judiciary’s Records and Information management programme for both Court records; 
• Implements the Judiciary’s policy and guidance for record-keeping, in accordance with the strategic plan and the Jamaica Archives and Records Management standards and guidance; 
• Maintains control systems for all the Judiciary’s documentation and records activities;
• Co-ordinates and maintains business processes concerning records creation, maintenance, use and disposition; 
• Deals with incoming requests for information and retrieval of information (files/documents);
• Classifies, lists and indexes documents received for placement on correct files, both electronic and non-electronic medium; 
• Handles all confidential and secret files, and deposits same in vault or secret file room;
• Updates and maintains manual and computerized file listing of all files and official documents within the Court; 
• Ensures that active and semi-active records are stored in safe and clean environment;
• Identifies records for transfer to storage and to the Jamaica Archives and Records Department, when necessary; 
• Undertakes annual and quarterly file audits; 
• Liaises with Administrators and Officers in each Division/Branch/Unit to ensure the proper creation and maintenance of files; 
• Assists in the arrangements for facilitating the public access to records in keeping with the Access to Information Act; 
• Participates in records inventory and retention schedule projects; 
• Assists with the implementation of all decisions, in accordance with the Access to Information Act and other relevant legislations eg. the imposition of charges on access to documents; 
• Promotes effective documentation and records & information management throughout the Court; 
• Partners with and takes counsel from the Court Records and Information Management Branch of the Judiciary on matters concerning the digital records and other RIM practices;
• Keeps abreast of trends and changes in Records and Information Management methodologies and technology, career and professional development; 
• Keeps abreast of trends and changes in operations management and service delivery, and recommends/implements changes, where necessary, to improve the service quality and productivity of the Branch and organization. 

Management/Administrative: 

• Develops Individual Work Plans based on alignment with the overall plan for the Branch;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and programme documents, as required. 
• Prepares and delivers Court Records presentations related to, as needed; 
• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design. 

Human Resource: 

• Provides guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline; 
• Evaluates and monitors the performance of assigned staff and implements appropriate strategies; 
• Co-ordinates the development of individual work plans and recommends performance targets for the staff assigned;
• Participates in the recruitment and training of staff of the Court; 
• Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures; 
• Identifies skills/competency gaps and contributes to the development and succession planning for the Division to ensure adequate staff capacity; 
• Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews; 
• Ensures the well-being of staff supervised; 
• Effect disciplinary measures in keeping with established guidelines/practices.
• 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: 

• Good knowledge of Records and Information Management principles and practices
• Working knowledge of statutes, legislations, regulations policies and procedures relating to Records and Information Management 
• Ability to exercise sound judgement and convictions of purpose in unfavourable or unpopular situations 
• Problem solving and negotiation/facilitation skills and experience 
• An excellent understanding of the machinery of government, including particularly the Jamaican context and the current challenges facing the GOJ 
• Good strategic and analytical skills to enable them to advise on complex issues
• Ability to create commitment to a strong and consistent customer service philosophy
• Advanced IT skills in relation to Word, PowerPoint, Excel and MS Project 

Minimum Required Qualification 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 graduation with four (4) subjects at the CXC or GCE ‘O’ Level including English Language and a numeracy subject and training in Records and Information Management systems, procedures and practices and automated technologies as it relates to records management and/or the 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 the level. 

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 involve: 
  • Heavy physical work; heavy lifting, pushing, or pulling required of 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.