Records Manager (PIDG/RIM5)

Job Purpose

The incumbent is responsible for developing, implementing, monitoring and maintaining the records and information management programme throughout the NLJ in compliance with policy, 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 Outputs

• Functional classification system created and maintained
• Retention schedule developed and implemented
• Retention/Disposition List generated and shared with JARD for approval
• Reports prepared
• Record Audit conducted
• Official Files created
• Record keeping systems organized and maintained
• Incoming and outgoing mail processed
• Mail register established and maintained
• Stamp impress monitored and balanced
• Values documented (value book)
• Training and development programmes delivered
• Information asset inventory developed and maintained
• Preserve vital records

Key Responsibilities

Professional/Technical 

• Manages the appraisal, retention, disposal, storage, maintenance and other aspects of the library’s Records Management programme;
• 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.
• 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.
• Develops and implements the policy and procedural framework to guide staff in the management and use of records
• Reviews and approves requests for records disposition; coordinates transmittal and disposition of agency records according to GOJ guidelines
• Directs and coordinates the transfer, storage and disposal of inactive administrative records.
• Conducts surveys and reviews to ensure compliance with the record management
• procedures and standards.
• 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, audit 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 programme.
• Reviews the organization of all incoming documents according to a functional classification scheme;
• Maintains security and confidentiality of records
• Reviews and authorizes the transfer of files to a secondary storage facility;
• Coordinate with the IT Branch to procure/develop a user-friendly, computer-aided records management system to include file tracking and access control
• Coordinate and lead the library’s Records & Information Management (RIM) committee for the development and implementation of the GOJ RIM policy
• Operates a centralised mail management service for the National Library of Jamaica by:
  • Receiving all incoming correspondence by ensuring that all mails addressed to the Library are opened, recorded, stamped and routed to the appropriate officer/branch for action
  • Ensure that confidential mails are recorded and routed unopened
  • Dispatched for post all outgoing mails
  • Manages and reconciles the stamp impress
  • Maintains 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
• To contribute towards the development and delivery of a records management training and awareness programme
• To ensure business continuity in the event of a disaster

Human Resource 

• Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendation of required training and development programmes as necessary
• Provides leadership to staff through effective objective setting, delegation, and communication
• Provides guidance to staff through coaching, mentoring, and training, providing assistance 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
• Supervises all staff in the Registry
• Participates in the orientation of new employees and fieldwork students as directed.
• Maintains harmonious relationships with colleagues
• Implement occupational health and safety programme within the registry

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.

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Required Competencies/Skills/Knowledge

Core Competencies:

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

Technical Competencies:

• Records Management; Databases & Software
• Excellent knowledge of relevant legislation (ATI Act and Archives Act)
• Information Communication Technology
• Planning & Organizing
• Leadership

SKILLS/COMPETENCIES

• Sound knowledge of the GOJ Records and Information Management Policy, Procedures and Standards
• 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

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

Special conditions associated with the job

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

We appreciate all responses, however only shortlisted candidates will be contacted