Records Officer 1 (PIDG/RIM 2)

Key Outputs

• Documents/files secured 
• Filing systems maintained 
• Files retrieved and replaced in correct location 
• File audits conducted 
• Tracking Systems monitored 
• Internal customers satisfied 
• General file collection maintained 
• Official logbooks/registered maintained 

Key Responsibility Areas:

Technical/Professional Responsibilities 

• Processes files and document requisitions from the various divisions in the MOJ;
• Retrieves and replaces files in line with established procedures; 
• Processes incoming and outgoing correspondences; 
• Scans and describes all active and inactive official files in accordance with the MOJ’s digitization agenda and the GOJ RIM Policy; 
• Conducts frequent audits 
• Locks cabinets and filing room to ensure security of records 
• Maintains file jackets 
• Maintain master index of files to enhance currency 
• Maintains an effective file-tracking system/records database; 
• Assists with the clearing of closed and inactive files; 
• Participates in periodic reviews of mail operations with a view to develop the systems and procedures for processing mails; 
• Processes and dispatches incoming and outgoing correspondence; 
• Maintains an electronic database to facilitate tracking of dispatched correspondence requiring follow-up and ensures the appropriate action; 
• Maintains current postage of official correspondence; 
• Keeps abreast of changes in the postal service; 
• Observes all Health and Safety Risk Assessments, regulatory and security measures.
• Keeps current with the latest tools/techniques in Records & Information Management (RIM) to determine what new solutions and implementations will meet MOJ business/operational requirements. 
• Maintains customer service principles, standards and measurements. 
• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals; 

Other Responsibilities

• Performs all other duties and functions as may be required from time to time. 

Performance Standards:

• All RIM activities are executed in accordance with established procedure, Ministry guidelines and regulations; 
• Files and shelves are physically arranged in accordance with procedure and facilitate easy access;
• An up-to-date record of file movements is maintained in keeping with agreed standards and timeframes; 
• File loans are efficiently monitored and managed according to lending procedures; 
• File requisitions are efficiently processed; 
• Files scanned and described in accordance with agreed standards and timeframes; 
• Mail management objectives accord with the overall policies and goals of the MoJ/GOJ RIM Policy;
• Mail servicing is efficient and reliable and conducted in compliance with procedural guidelines and established regulations; 
• Electronic and manual mail record systems are maintained and updated according to agreed schedule/standards; 
• File purging and disposals comply with established regulations; 
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Records Management 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Other Competencies

• Basic knowledge of Records and Information Management principles and practices
• Knowledge of health and safety procedures and precautions
• Literacy and Numeracy skills sufficient to check delivery notes, measurements etc
• Ability to operate in a secure contained information facility environment
• Awareness of confidential information transmission protocols
• Knowledge of ICT systems and applications

Minimum Required Education and Experience

• NVQJ Level 2 Records Management/Administrative Management – HEART NSTA or related field;
• Four (4) CXC Subjects including English Language; 
• One (1) years’ experience in a records management environment. 

Authority:

• N/A 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software. 
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.

The Ministry of Justice thanks all applicants for their interest, however only those shortlisted will be contacted.