Manager, Documentation and Information Management (AUGD/AGS 6)

GUIDING PRINCIPLES

• Confidentiality 
• Integrity 
• Fairness 
• Accountability 
• Transparency

CENTRAL LEGISLATIVE FRAMEWORK

• The Jamaican (Constitution) Order in Council (Act), 1962
• The Financial Administration & Audit Act, 2011 
• The Financial Administration & Audit (Amendment) Regulations, 2016
• Records Information Management Policy, 2018
• Access to Information Act, 2002
• The Public Procurement Act, 2002

KEY OUTPUTS AND DELIVERABLES

Unit Plan & Budget drafted 

• Operational Plan & Budget completed

Records & Mail Management Systems streamlined

• Classification Scheme is maintained 
• Document control systems maintained 
• Manual and electronic records managed 
• Records Management Manual updated 
• Records Retention Schedule updated 
• Systems and procedures are shared with the AuGD team 
• Mails processed

Reports prepared 

• Records Retention Report completed 
• Annual & Monthly Reports are prepared

Access to Information (ATI) requests responses

• ATI requests are processed in accordance with guidelines

KEY RESPONSIBILITY AREAS

Management/Administration 

• Develops the Unit’s Operational Plan & Budget in keeping with agreed timelines.
• Drafts Annual Report for review. 
• Prepares and submits routine and special reports, as required. 

Technical/Professional 

• Implements and manages a file classification system in accordance with GoJ standards. 
• Leads the development of the Unit ensuring that the team is knowledgeable on the attending processes and procedures. 
• Manages the document control systems in keeping with the ISO 9001 standards.
• Facilitates the development of filing systems, and maintaining these to meet administrative, legal and financial requirements. 
• Devises and ensures the implementation of retention and disposal schedules.
• Oversees the management of electronic and/or paper-based information to ensure correct classification of subject areas for ease of retrievals. 
• Advises on the implementation of new records management policies and classification systems. 
• Outlines the policy framework to staff to guide them in the management of the day to-day functions of the Registry. 
• Streamlines the changeover process from paper to electronic records management systems. 
• Collaborates with the AuGD team to streamline appropriate access to information for both internal and external stakeholders. 
• Advises staff in other departments on the management of the related processes and procedures in managing their records and information. 
• Establishes procedures to ensure the identification, continuous procurement and maintenance of current and relevant reference and other materials. 
• Reviews the updating of the AuGD’s records with the ECM to ensure system integrity is maintained. 

Supervisory Responsibilities 

• Supervises the work programme of the team, providing guidance as required.
• Initiates the development of an Annual Work Plan for each team member
• Conducts Annual Reviews for the team, recommends and monitors capacity development programmes 
• Manages welfare matters, as required

Other Responsibilities 

• Performs other related duties as may be assigned. 

PERFORMANCE STANDARDS

• Work plans and reports are prepared and submitted within agreed time frame Records are classified in accordance with prescribed standards 
• Records tracking system maintained daily 
• Timely execution of document control systems 
• Indexes are updated on a daily basis 
• Correspondences are processed within agreed timeframe 
• Inventory is completed within agreed time frame 
• Prompt and efficient processing of files and documents 

REQUIRED COMPETENCIES

• Collaboration 
• Oral and verbal 
• Communication
• Customer Service
• Developing Capacity 
• Planning & Organizing
• Analytical 
• Problem-solving 
• Decision-making 
• Interpersonal 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• First Degree in a related field 
• Certificate in Records Management or Diploma in Business Management
• At least three years’ experience in Records Management 
• Any equivalent combination of qualification and experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical office, environment. 
• Occasional exposure to adverse working conditions. 

AUTHORITY

• Recommends leave. 
• Recommends disciplinary action.

Only shortlisted candidates will be contacted