Records Officer

Key Responsibilities Areas

Administrative

• Undertakes data entry and scanning of records;
• Assists in the preparation of departmental status reports;
• Prepares a monthly attendance report; ensures the validity of the monthly attendance report;
• Drafts late letters for staff who are late for more than five times for the month for the signature of the Director;
• Update correspondences on the all files within the department;
• Participates in the development of the Unit’s plans and budget;
• Writes monthly and quarterly reports on work activities;
• Recommends and on approval, implements policy changes.

Technical 

• Develops and recommends policies for electronic records
• Sorts, classifies, indexes and files correspondence on appropriate file;
• Facilitates the development and maintenance of filing systems to meet administrative and legal requirements;
• Identifies the most appropriate Records Management resources;
• Advises on and implements new Records Management policies and classification systems;
• Ensures compliance with relevant legislation and regulations;
• Conducts training programmes/sessions on Records Management, Information Management, and related topics;
• Provides advice on Records Management issues;
• Sources requested documents by researching the files, requesting their provision from the staff member and by any other means as directed;
• Assists with the collection of the interim and final appraisals;
• Updates the Human Resource Management Information System; 
• Creates new files and establishes appropriate methods for the storage of old files. 

Required Skills & Competence

• An excellent understanding of the record management techniques; 
• Working knowledge in the application of a Human Resource Management Information System;
• Knowledge of Human Resource policies and procedures;
• Knowledge of the Staff Orders and other relevant regulations;
• Working knowledge of computer applications e.g. Microsoft Office Suite and other relevant software.

Minimum Required Qualification and Experience

• Four (4) CXC or GCE ‘O’ Level subjects including English Language, Information
• Technology and Mathematics;
• Certificate in Records Management from a recognized institution;
• Three (3) years’ experience in a similar capacity.

Please note that only shortlisted applicants will be contacted.