Records Manager (GMG/SEG 2)

JOB PURPOSE:

Under the direction of the Director, Documentation/Information & Access Services, the Records Manager is responsible for managing the records and information management programme of the MOFPS in keeping with GOJ’s Records and Information Policy and the Jamaica Archives and Records Department. The incumbent is required to oversee records from their creation and preservation through to disposal and ensure that records are maintained and are accessible in a timely, accurate and safe manner; 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Develops and recommends, in keeping with GOJ guidelines, records management standards, policies and procedures for adoption and implementation 
• Ensures adherence to legal requirements which affect retention, dissemination, access and storage of information maintained by the Division; 
• Oversees and ensures the maintenance of an efficient documentation systems to facilitate Procedural and & Financial Audits. 
• Provides information requested by the Senior Director, internal and external clients; 
• Advises on documents which should not be released because they fall into the obsolete category; 
• Reviews the organization of all incoming documents according to a logical classification scheme ; 
• Maintains security of records and files; 
• Maintains and monitors the file/document/mail tracking system;
• Reviews and authorizes the transfer of files to a secondary storage facility; 
• Applies retention/disposition schedules provisions to records and assist in processing file retention, disposal or transfer to the Government Records Centre 
• Compiles an Access to Information manual containing dissemination of functions, duties, services of the Ministry and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information; 
• Assists the Senior Director with the development and implementation of Records Retention and Disposition policy in keeping with GOJ guidelines; 

Management/Administrative Responsibilities 

• Compiles an Access to Information manual containing 
• dissemination of functions, duties, services of the Ministry and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information; 
• Maintains and oversees attendance records 
• Annual/Quarterly/Monthly/Periodic Reports prepared 
• Contributes to the development of the Section’s Strategic and Operational Plan and Budget; 
• Prepares performance and other reports as required; 
• Participates in meetings, seminars, workshops and conferences as required 
• Prepares work plans for records officers 

Human Resource Responsibilities 

• Maintains harmonious relationships with colleagues 
• Evaluates records officers performance 

Customer Service Responsibilities 

• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design; 

Other Responsibilities 

• Performs all other related duties and functions as may be required from time to time. 

REQUIRED COMPETENCIES:

• Sound knowledge of the GOJ Records and Information Management Policy ; 
• Working knowledge of disaster mitigation, preparedness, and response;
• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities ; 
• Knowledge of office management and administrative procedures and practices ; 
• Knowledge of research and statistical methods and techniques;
• Ability to compose correspondence and reports; 
• Ability to work independently and make sound and reasoned decisions;
• Good understanding of the machinery of Government; 
• Advanced IT skills in relation to Word, PowerPoint, and Excel;
• Excellent interpersonal and team management skills 
• Excellent communication skills 
• Strong analytical and problem solving 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 

QUALIFICATION/ EXPERIENCE:

• Bachelor’s Degree in Records and Information Management or Library/ Archival Studies. 
• Five (5) years’ experience as Records and Information Manager or related professional field.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Pressured working conditions with numerous critical deadlines
• Required to work abnormal working hours 
• May be required to travel both locally and oversees on official work related business 
• Frequent Meetings 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.