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Records Manager (PIDG/RIM 5)
Job SummaryReporting to the Director, Documentation Information and Access Services, the Records Manager is responsible for ensuring the efficient and effective management of the Ministry’s Records and Information Centre.
Operational Management of Records Centre
- Manages the Records Centre, plans the work schedules and supervises the clerical aspects of the job;
- Provides suggestions and recommendations for maintenance and development of the Ministry’s Records Management policy, standards and procedures.
Supervision of the Enquiry and Information Retrieval Services
- Assists internal clients in requesting information by suggesting possible sources;
- Ensures responses to all requests for files and/or documents, whether made in person, over the telephone or in writing;
- Conducts research into files in order to provide requested information;
- Manages the maintenance of an accurate record of and tracking files created and/ or an automated or manual file indexing system;
- Ensures that files that are loaned for longer than the predetermined loan period are returned for updating or for use by other officers;
- Maintains an accurate trace system in order to ensure that requested files are delivered on the day requested and officers are kept up-to-date on the status of their requests.
Operation and Maintenance of Record Keeping Systems
- Responsible for the maintenance of the physical organization and structure of the filing system in the Records Centre;
- Supervises the preparation and/or updating of files and file series and also the entry of these into the Records Centre Index Databases;
- Supervises the identification and organization process of all incoming documents according to the classification scheme and makes necessary amendments to the classification scheme by monitoring the following activities:
- the referral of all incoming “official” mail for action as necessary
- the classification of all incoming documents according to the established classification scheme
- the determination of appropriate cross-references for all incoming documents
- the assignment of document reference codes to all documents to facilitate placement of document on the appropriate file
- the preparation and maintenance of accurate file lists and indexes using the customized automated file database
- the review of new files prepared and amendments to the classification scheme
- the maintenance of security records and files.
Implementation and Management of Records Retention Schedule
- Review of files for transfer to a secondary storage facility;
- Implementation of records retention and disposition authorities.
- Prepares standard and customized reports about files using the automated Records Management Database;
- Maintains records on all information requests received in the Ministry under the ATI Legislation.
Provision of Training and Awareness to Records Centre Staff and Users
- Participates in orientation, training and cross-training of new employees and customers.
Provision of Support for the Administration of the Access to Information Act
- Documents receipt of all requests;
- Conducts research for information requested by applicants;
- Assists with general administration of ATI.
- Reviews all data entered by Records Officers into the Records Management Database for completeness and accuracy; ensures any necessary corrections, modification or updates are completed in the appropriate databases.
Required Knowledge, Skills and Competencies
- Strong oral and written communication skills
- Good time management, planning and organizational skills
- Working knowledge of policies related to the operation of the Public Sector
- Knowledge in the design and implementation of basic Records Management procedures
- Knowledge of administrative and support systems and practices
- Excellent Customer Service and Human Relations skills
- Proficiency in computing and the use of the computer and other standard office machinery
- Working knowledge of resource administration
- Sound knowledge of administration and support systems
- Should be highly confidential, professional, mature and capable of relating appropriately to individuals of various social backgrounds.
Minimum Required Qualification and Experience
- Graduate from recognized University with a Degree in Library or Archival Studies, plus training in computer information systems with at least five (5) years’ experience in the field;
- First Degree and Post-graduate Diploma in Library or Archival Studies and seven (7) years’ experience in the field and training in computer information systems;
- Any combination of training and experience that would yield the necessary skills needed at this level.
Salary range $1,348,545 – $1,602,996 per annum and any allowance(s) attached to the post.
Please note that only short listed applicants will be contacted.