Senior Records Officer

Job Purpose

Under the direct supervision of the Registrar, the Senior Records Officer is responsible for co-ordinating records management within the Documentation and Information Unit, thus ensuring efficient storage of documents and an economical and efficient mail management system. The incumbent handles the day-to-day functions of the Unit, and ensures that documentation is stored, retrieved and disposed of, as required. 

Key Responsibilities

Administrative: 

• Monitors the operation of the Records Centre; 
• Participates in the development and delivery of records management training and awareness programme; 
• Assists with the evaluation of equipment and supplies to be acquired for the Unit;
• Makes recommendations to the Director for changes to policies affecting the operation of the Documentation and Information Unit; 
• Prepares monthly and quarterly reports on activities of the Unit; 
• Participates in the annual inventory of records; 
• Compiles information and data for various reports. 

Technical/Professional: 

• Classifies and indexes records; 
• Examines and evaluates records management systems to develop new or improved methods for efficient handling, protection and disposal of official records and information;
• Assists in the research for information, as requested, for the provision under the Access to Information Act; 
• Processes incoming requests for information; 
• Conducts research and provides information; 
• Develops a Records Disaster Prevention and Recovery Manual; 
• Maintains records Bring-Up service; 
• Monitors the creation and revision of files; 
• Corrects serious classification and records management problems; 
• Assists with the preparation of file transfer to the Government Records Centre;
• Assists in the implementation of the new GOJ RIM subject classification scheme and the retention and disposition schedules; 
• Maintains an efficient and effective records management system; 
• Maintains the Value Book; 
• Performs and other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Good interpersonal skills; 
• Strong customer and quality focus skills; 
• Good people management skills; 
• Good planning and organizing skills; 
• Good teamwork and co-operation skills; 
• Good analytical thinking skills. 

Technical: 

• Knowledge of the operations of Government; 
• Knowledge of office procedures; 
• Excellent knowledge of Records Management; 
• Good understanding of the Access to Information Act (2002); 
• Good knowledge of relevant computer software. 

Minimum Required Qualification and Experience

• Associate Degree in Library or Information Studies or a related discipline;
• Two (2) years related experience in a comparable working environment.

OR 

• Diploma in Library or Information Studies or a related discipline; 
• Four (4) years’ experience in a comparable working environment. 

Special Condition Associated with the Job

• Working environment involves possible exposure to dust. 

Please note that only shortlisted applicants will be contacted.