Records Officer (PIDG/RIM 2)

Job Purpose

Under the guidance of the Senior Human Resource Officer, the Records Officer is responsible for maintaining accurate and current employee leave, benefits and service records; processing leave and health insurance documentation; and providing routine information on leave and benefits in accordance with established Government of Jamaica policies, procedures and guidelines. 

Key Outputs:

• Employee leave records are accurately created, updated and maintained. 
• Leave applications are processed and supporting documentation is prepared. 
• Leave approval and resumption letters are accurately prepared and dispatched. Employee service records are accurately updated and maintained. 
• Health insurance applications and related documentation are processed. 
• Health insurance cards are verified and distributed. 
• Benefits records are accurately updated and maintained. 
• Routine leave and benefits information is provided to employees. 

Key Responsibility Areas:

• Creates and updates leave records 
• Provides routine information to employees on leave entitlements and procedures Assists with processing leave applications 
• Assists with preparation of leave approval and resumption letters 
• Processes health insurance forms 
• Verifies and distributes health insurance cards 
• Updates and maintains employee service records to ensure that information relating to salary, training, leave and other relevant employment matters is accurate and current. 
• Performs any other duties as assigned 

Performance Standards:

• Confidentiality and integrity are exercised in the performance of duties 
• Employee leave, benefits and service records are accurate, complete, current and maintained in accordance with established procedures. 
• Leave applications are processed accurately and within the established timeframe.
• Leave entitlements are accurately calculated in accordance with applicable Government of Jamaica policies and guidelines. 
• Leave approval and resumption letters are accurate, prepared in the required format and completed within the agreed timeframe. 
• Health insurance applications and related documentation are accurately processed within established timelines. 
• Health insurance cards are accurately verified and distributed within the agreed timeframe.
• Information provided to employees on leave and benefits is accurate, timely and consistent with established policies and guidelines. 
• Confidential employee information is handled securely and with the required level of confidentiality and integrity. 
• Assigned records and documentation are readily retrievable and maintained in accordance with applicable records management requirements. 

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

Qualifications and Experience 

• Four (4) CXC Subjects including English Language and a numeric subject; 
• One (1) years’ experience in a similar environment. 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the customer services field.
• Network within the profession and relevant associations to keep abreast with the industry. 

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 & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.