Job Objective
Under the direct supervision of the Information Systems Manager, the incumbent is responsible for developing, implementing, monitoring, and maintaining the Records and Information Management Programme (RIM), throughout the Office of the Information Commissioner (OIC) in compliance with policy, procedures and standards of the Jamaica Archives and Records Department (JARD). The Incumbent is required to manage the records throughout the Records Management Lifecycle within the required legal and regulatory framework.
KEY OUTPUTS:
• Complex Record Sets (Electronic & Manual) Coded, filed and Retrieved:
• Records management issues analysed, and recommendations provided:
• RIM policies explained and applied:
• Records management assessments and audits scheduled and conducted:
• Records management training and sensitization conducted:
• Technical advice and recommendation provided:
• Annual/Quarterly/Monthly performance Reports prepared:
• Individual work plans developed.
Duties and Responsibilities
• Ensures that the objectives of the Registry are consistent with the overall objective of the Branch;
• Co-ordinates with the Information Systems Branch to procure/develop a user-friendly, computer-aided records management system to include file tracking and access control
• Co-ordinates and lead the OIC’s Records and Information Management (RIM) committee for the development and implementation of the GOJ RIM policy;
• Responds to queries and complaints regarding matters affecting the operations of the Registry;
• Ensures that requests for files, Service Records and or other personnel documents are promptly responded to;
• Monitors the proper maintenance and handling of records;
• Ensures the maintenance of a record of file movement in and out of the Personnel Registry;
• Maintains a Confidential Registry;
• Receives, sorts and routes requested files to Officers;
• Supervises the filing of correspondence;
• Maintains an accurate record of bring-up requests;
• Creates and maintains personnel records computer databases;
• Conducts specialized research in order to provide requested information.
• Keeps current with emerging document management trends and current dominant technologies in Records Management;
• Develops and implements a structured Records Management Training and Development Programme;
• Reviews the organization of all incoming documents according to a functional classification scheme;
Technical/Professional:
• Sorts and classifies correspondence for filing;
• Creates new files within existing file classification system;
• Photocopies records for reference and other purposes;
• Assists in identifying, separating and documenting record schedule for destruction;
• Assists with the clearing of closed and inactive files from the Registry;
• Collates statistical data and assisting in the preparation of reports;
• Assists in updating and maintaining Attendance Registers;
• Records Management; Databases and Software
• Excellent knowledge of relevant legislation (ATI Act and Archives Act)
PERFORMANCE STANDARDS:
• Quick Response;
• Accurate & Structured filing is maintained;
• Accurate records of the movement of files;
• Correspondence recorded on minute sheets;
• File jackets changed when needed;
• Files closed when bulky;
• Enclosures numbered;
• Accurate filing and shelving.
Knowledge/Skills
The Performance Management and Appraisal System: Guideline System and Reference Manual – Competency Framework informed the following with grade ‘1’ being the lowest and ‘3’ or ‘4’ the highest
| Core | Level | Functional | Level |
Oral communication | 3 | Initiative | 3 |
Written communication | 3 | Use of technology (relevant computer applications such as Microsoft PowerPoint, Microsoft Publisher, Microsoft Word, Microsoft Access, Microsoft Project and Microsoft Excel) | 3 |
Customer and quality focus | 3 | Sound knowledge of established records management systems and procedures | 4 |
Teamwork and cooperation | 3 | Problem solving and decision making | 4 |
Interpersonal skills | 3 | Impact and influence | 3 |
Compliance | 4 | Managing partners | 3 |
Integrity | 4 | Goal/result oriented | 3 |
| Core | Level | Functional | Level | |
| Planning and organizing | 3 | ||
Legislation, Regulations and Policies | 4 | |||
Confidentiality | 4 | |||
Leadership | 3 | |||
Risk Management | 3 | |||
Methodical | 3 | |||
Negotiation | 3 | |||
Minimum Required Qualification and Experience
• Degree in Archives and Records Management;
OR
• Degree in Library and Information Studies with Certification in Records Management;
AND
• Two (2) year related working experience.
• Sound knowledge of the GOJ Records and Information Management Policy, Procedures and Standards
Special Conditions Associated with the Job
• Working environment involves possible exposure to dusty conditions;
• Will be required to do some amount of lifting, bending, stooping and walking in the performance of duties.
Applications MUST include a résumé and the names of 2 work references and should be addressed and submitted via email, no later than SEPTEMBER 7, 2026 to:
The Human Resource Manager
Office of the Information Commissioner
The Masonic Building
45-47 Barbados Avenue
Kingston 5
Email: [email protected]
We thank all applicants for their interest; however, only short-listed candidates will be contacted.