Records Officer (Kingston, Jamaica) - National Education Trust

Strategic Objectives of the UNIT

To provide the National Education Trust (NET) with the support functions of human resource management, records management, management information systems, general office administration to ensure smooth operations in accordance with the strategic goals and objectives of NET.

Job Purpose
To provide support to the Administration & Operations Unit by developing and implementing systems to organise, maintain and protect NET’s manual and electronic information records. To manage the retention and disposal of information and documents in accordance with established Government of Jamaica (GoJ) law, policies and procedures.

KEY OUTPUTS

• Sound records management systems developed
• Files and records organised and easily retrieved
• Database of files and records established
• Retention schedules for files and records in place.
• Monthly Report outlining the submission of records from Unit prepared and submitted
• Monthly Report outlining the requests of records by Units prepared and submitted
• Annual work plan developed within agreed timeline.
• Records Management Budget drafted.
• Performance Evaluation Review for direct report conducted within the established timeframe.

KEY AREAS OF RESPONSIBILITY
Technical/Professional Responsibilities

• Develop a system for record collection, distribution and storage
• Create and maintain both electronic and manual systems to ensure quick retrieval of information
• Adhere to GoJ guidelines concerning the disposal and retention of NET’s records.
• Oversee the transition from manual to electronic records management systems
• Ensure accuracy of data held.
• Audit the information created or received and stored within NET.
• Manuals and guidance materials to support the effective management of NET’s records prepared as per agreed timelines.
• Monthly Report outlining the submission of records from Unit prepared as per agreed timelines.
• Work Plan developed within agreed timeline

HR Responsibilities

• Develop and manage the performance of staff supervised, including transferring skills, motivating staff through coaching and mentoring, arranging for training, setting performance targets, monitoring performance, providing feedback, and initiating corrective action where necessary to improve performance.
• Promote the building of institutional knowledge in the Unit by ensuring that established systems and procedures are documented and disseminated.
• Recommend vacation leave and approve sick and departmental leave for staff supervised, and participate in the administration of staff benefits in keeping with established human resource policies.
• Recommend/ administer disciplinary action in keeping with established human resource policies.
• Conduct team meetings as required.
• Ensure that staff adheres to the records policies and procedures of NET.
• Foster teamwork, harmonious working environment and promote collaborative working relations.
• Conduct performance appraisal of staff supervised for required purpose and at required intervals.
• Perform other related duties as assigned from time to time.

PERFORMANCE STANDARDS

• Sound records management systems adequately developed
• Retention schedules for files and records in place.
• Monthly Reports prepared and submitted
• Annual work plan developed within agreed timeline.
• Records Management Budget drafted.
• Performance Evaluation Review for direct report conducted within the established timeframe.
• Records/ files and information are easily retrievable.
• Established targets in annual work plan consistently achieved.
• Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET
• Correspondence and reports are prepared in a timely manner and a high level of accuracy maintained.
• Confidentiality, dependability and tact are consistently displayed in the conduct of duties.

Internal and External Contacts (specify purpose of significant contacts)
Internal Contacts

• Contact (Title) - NET Staff
• Purpose of Communication - Provide relevant file information

Contacts external to the organisation required for the achievement of the position objectives

• Contact (Title) - MoEY
• Purpose of Communication - Provide and obtain relevant file information

REQUIRED KEY COMPETENCIES
Core

• Excellent time management, organizing and interpersonal skills.
• Ability to communicate effectively with all levels of persons, both orally and in writing.
• Meticulous attention to details.
• Outstanding organization skills.
• Ability to demonstrate a high level of initiative, professionalism and confidentiality.

Technical

• Knowledge of office practices and procedures.
• Knowledge of record keeping and records/file management techniques.
• Familiarity with information systems and archives.
• Proficient in the relevant Microsoft Office Applications.
• Familiarity with the GoJ ICT Policies.
• Knowledge of the Access to Information Act

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in records management, documents management, archives management, library and information sciences, or a related field of study.
• Knowledge of content and document management systems would be an asset.
• Two (2) years experience in administrative/document management
• Proficient in the use of Microsoft Office Applications
• Knowledge of current legislation regarding data protection and freedom of information would be an asset.

AUTHORITY

• To release requested files
• To recommend enhancements/improvements to the Records Management policies and procedures

SPECIAL CONDITIONS

• Normal working conditions, may occasionally encounter dusty conditions in archived material.

Applications may be submitted via email to:

Administrative & Operations Manager,

National Education Trust,

37 Arnold Road, Caenwood Centre, Kingston 5.

Email: jobs@net.org.jm

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