Records Manager (PIDG/RIM 5)

Job Purpose

The incumbent is responsible for developing, implementing, monitoring and maintaining the records and information management programme throughout the NLJ in compliance with policies, procedures and standards of the Jamaica Archives and Records Department (JARD). The Incumbent is required to manage the records throughout the records management lifecycle within the required legal and regulatory framework. 

Key Responsibilities

Professional/Technical 

• Develops and implement a policy and procedural framework to guide staff in the management and use of their records;
• Establishes and maintains a functional records management business classification scheme; 
• Maintains and supports the implementation of retention schedules to ensure the systematic review and disposition of records, including the transfer of records to the Jamaica Archives and Records Department; 
• Manages the appraisal, retention, disposal, storage, maintenance, and other aspects of the Library’s Records Management programme; 
• Carries out frequent reviews of existing retention schedules to ensure that they are compliant with relevant legislation, records management best practice and support the operational needs of the National Library of Jamaica; 
• Organises the disposal of records in accordance with their retention schedule;
• Reviews and approves requests for records disposition, coordinates transmittal and disposition of Agency records; 
• Directs and co-ordinates the transfer, storage and disposal of inactive administrative records; 
• Carries out surveys and reviews to ensure compliance with the record management procedures and standards; 
• Handles sensitive or confidential records with utmost discretion; 
• Develops strategies for disaster recovery and risk management; 
• Co-ordinates the digitization of company records; 
• Develops and implement key documentations; 
• Organizes the execution of RIM Committee Meetings; 
• Provides advice/recommendations on the ongoing organization and storage of material to facilitate planning for future needs; 
• Ensures compliance with record-keeping requirements resulting from legislation, auditing rules and other relevant regulations; 
• Keeps current with emerging document management trends and current dominant technologies in records management; 
• Develops and implements a structured records management training and development programmes; 
• Reviews the organization of all incoming documents according to a functional classification schemes; 
• Maintains security and confidentiality of records; 
• Reviews and authorizes the transfer of files to a secondary storage facility;
• Co-ordinates with the IT Branch to procure/develop a user-friendly, computer-aided records management system to include file tracking and access control; 
• Operates a centralised mail management service for the National Library of Jamaica by:
  • Receiving all incoming correspondence by ensuring that all mail addressed to the Library are opened, recorded, stamped and routed to the appropriate officer/branch for action. 
  • Ensures that confidential mails are recorded and routed unopened. 
• Dispatches for post, all outgoing mails; 
• Manages and reconcile the stamp impress; 
• Maintain value book for cheques received for the Library; 
• Dispatches the Drivers and Attendants with outgoing mail for delivery. 

Management/Administrative 

• Compiles an Access to Information Manual containing dissemination of functions, duties, services of the Library and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information; 
• Maintains and oversees Attendance Records; 
• Prepares Annual/Quarterly/Monthly/Periodic Reports; 
• Contributes to the development of the Branch’s Strategic and Operational Plan and Budget; Prepares performance and other reports, as required; 
• Participates in meetings, seminars, workshops and conferences, as required; Prepares Workplans for direct reports; 
• Contributes towards the development and delivery of a records management training and awareness programme; 
• Co-ordinates to ensure business continuity in the event of a disaster; 
• Embeds and maintains privacy, confidentiality and integrity of the overall records and information management. 

Human Resource 

• Manages the welfare and development of direct reports, holiday workers, interns or contract workers using agreed performance management tools; 
• Provides leadership to staff through effective objective setting, delegation, and communication; 
• Provides guidance to staff through coaching, mentoring and training, help and support, as needed;
• Participates in the recruitment of staff; 
• Ensures that staff is aware of and adheres to the policies, procedures and regulations of the Department; 
• Participates in the orientation of new recruits, as directed; 
• Maintains harmonious relationships with colleagues; 
• Implement occupational health and safety programme within Branch. 

Customer Service 

• Maintains customer service principles, standards and measurements; 
• Identifies and incorporates the interest and needs of customers in business process design;
• Performs all other related duties and functions as may be required from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills 
• Teamwork & co-operation 
• Good customer & quality focus 
• Leadership skills 

Technical 

• Records Management 
• Training and Development 
• Data Management 
• Information Communication Technology 
• Planning and Organizing 
• Leadership 
• Sound knowledge of the GOJ Records and Information Management Policy, Procedures and Standards 
• Excellent knowledge of relevant legislation (ATI Act and Archives Act) 
• Sound knowledge of international information governance requirements
• Knowledge of access to information and data protection requirements 
• 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
• Advanced IT skills in relation to Word, PowerPoint, and Excel 

Minimum Required Qualification and Experience

• Degree in Archives & Records Management or 
• Degree in Library and Information Studies with Certification in Records Management.
• Two (2) year related working experience at the supervisory of managerial level 

Special Conditions Associated with the Job

• Working environment involves possible exposure to dusty conditions. 
• Require doing some amount of lifting, bending, stooping and frequent walking in the performance of duties.

Please note that only shortlisted applicants will be contacted.