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Supervisor, Information & Documentation

Date Posted
7th May 2017
Reference
VAC-25723
Sector
Library & Records Management
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

The Information & Documentation Supervisor is responsible for the maintenance of the Registry and Library, and shall ensure that there is conformity to the stipulations of the Public Access to Information Act.

Job Description

Key Responsibilities include but not limited to:

  • Developing work plans for Senior Records Officer to achieve the objectives outlined in Operational Plan
  • Compiling a list of all necessary material and equipment needed to efficiently and effectively operate a modern Unit in keeping with Agency’s mandate 
  • Conducting records series inventory of all files created in the official registry system regardless of the fact that official files may exist in different divisions/branches/units. Must have a comprehensive listing of all existing files
  • In conjunction with Senior Management update/amend retention periods for all files series
  • Developing  and implementing an efficient and effective system for lending files to eliminate loss or misplacement
  • Developing and implementing a system of circulating/tracking internal and external correspondence within the Agency
  • Establishing policies and guidelines for the use of the Library
  • Adopting and establishing a recognized classification scheme to organize Library materials
  • Cataloguing, classifying and populating database
  • Maintaining an efficient and effective classification system for all files
  • Ensuring adherence to legal requirements which affect the information of the Agency
  • Providing leadership to staff through effective objective setting, delegation, and communication
  • Reporting on a monthly basis, on activities of the Documentation Unit and Library
  • Conducting records series inventory of all files created in the official Documentation Unit system
  • Developing and implementing an efficient and effective system for lending files to eliminate loss or misplacement
  • Providing policy advice on the ATI Act and other legislation arising from ATI Act 
  • Ensuring adherence to legal requirements which affect the information of the Agency
  • Managing the welfare and development of direct reports through the preparation of performance appraisals and recommending required training and development programmes as necessary
  • Participating in the recruitment of staff for the Unit
  • Supervising the work of staff and ensuring that duties are performed efficiently and effectively

 

Qualification and Experience:

  • BSc. in Library and Information Science and/or Archival Records Management
  • Training in relevant software applications
  • Supervisory management training
  • Four (4) years’ experience working in registry and/or library environment

OR
Any other acceptable combination of academic qualification and field experience may also be considered


Required Competencies:

  • Data and Information Management
  • Sound personal and professional integrity and confidentiality
  • Excellent customer orientation skills
  • Excellent interpersonal, oral and written communication skills
  • Good knowledge of project management
 
Salary Range:  $987,303 - $1,234,129
 
We thank all persons who express an interest; however, only short-listed applicants will be contacted. 

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