Records Officer (PIDG/RIM 2)

KEY OUTPUTS:

• Records for the Welfare Programme filed and updated
• Welfare Programme databases accurately maintained
• Confidentiality protocols observed
• Comprehensive and compliant (organizational & legal) records management system maintained
• Readiness of files for Audits demonstrated
• Records and information swiftly retrieved
• Records maintained
• Records Management best practices observed
• Training session attended
• Recommendations for record-keeping process enhancements made 
• Welfare Programme records and metrics prepared and submitted 
• Active support given 
• Effective communication with internal and external stakeholders maintained
• Reports prepared and issued
• Meeting attended
• Individual workplan prepared.

KEY RESPONSIBILITIES:

Administrative Responsibilities

• Prepares individual workplan in alignment with the Operational Plan of the Unit and in alignment with the GOJ PMAS Guidelines
• Prepares and submits status and ad hoc reports in a timely and accurate manner.
• Attends and actively participates in meetings, briefings, and coordination sessions as required.
• Prepares, compiles, and submits reports as required by the Administrator, providing insights into programme metrics and record-keeping efficiency.

Technical Responsibilities

• Oversees the accurate filing, updating, and maintenance of physical and electronic records related to the Welfare Programme, ensuring they are organized and easily retrievable.
• Performs data entry tasks with a high level of accuracy and integrity, updating welfare programme records and databases in a timely manner.
• Maintains strict confidentiality and security protocols for all records, safeguarding sensitive information related to clients and the Welfare Programme.
• Ensures record-keeping practices comply with legal requirements and Ministry policies; participate in audits by providing necessary documents and information as requested.
• Quickly and efficiently retrieve information and records upon request by the Administrator or other authorized personnel, supporting decision-making and programme administration.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• Certificate in Records and Information Management or equivalent qualifications;
• Four (4) CXC/GCE subjects, including English Language and a numeracy subject;
• Minimum of two (2) years related working experience.

The Ministry of Health & Wellness thanks all applicants for their interest but only those shortlisted will be contacted.