Records Officer 1 (PIDG/RIM 2)

Summary

Under the supervision of the Records Analyst, the Records Officer is responsible for providing records and information management support/services for the efficient operations of the Registry. 💰Salary: $1,711,060.00 - $2,301,186.00 JMD per annum.

Responsibilities

• • Processes files and document requisitions from the various divisions in the MOJ;
• • Retrieves and replaces files in line with established procedures;
• • Processes incoming and outgoing correspondences;
• • Scans and describes all active and inactive official files in accordance with the MOJ’s digitization agenda and the GOJ RIM Policy;
• • Conducts frequent audits
• • Locks cabinets and filing room to ensure security of records
• • Maintains file jackets
• • Maintain master index of files to enhance currency
• • Maintains an effective file-tracking system/records database;
• • Assists with the clearing of closed and inactive files;
• • Participates in periodic reviews of mail operations with a view to develop the systems and procedures for processing mails;
• • Processes and dispatches incoming and outgoing correspondence;
• • Maintains an electronic database to facilitate tracking of dispatched correspondence requiring follow-up and ensures the appropriate action;
• • Maintains current postage of official correspondence;
• • Keeps abreast of changes in the postal service;
• • Observes all Health and Safety Risk Assessments, regulatory and security measures.
• • Keeps current with the latest tools/techniques in Records & Information Management (RIM) to determine what new solutions and implementations will meet MOJ business/operational requirements.
• • Maintains customer service principles, standards and measurements.
• • Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
• • Performs all other duties and functions as may be required from time to time.

Required Skills

• Core:

  • • Adaptability
  • • Compliance
  • • Ability to use own initiative
  • • Integrity
  • • Good interpersonal skills
  • • Good oral and written communication skills
  • • Goal/Results oriented
  • • Good planning and organizing skills
  • • Teamwork and co-operation
  • • Time Management

• Technical:

  • • 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:

  • • 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

Qualifications

• • Four (4) CXC Subjects including English Language and a numeric subject;
• • A minimum of one (1) year experience in records management.
• • NVQJ Level 2 Records Management/Administrative Management – HEART NSTA or related field would be an asset.

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • 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;
  • • May be required to travel locally and overseas, to attend conferences, seminars and meetings.

Kindly submit cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor no later than Friday, June 6, 2025 to: Senior Director, Human Resource Management and Development Ministry of Justice 61 Constant Spring Road, Kingston 10 or via Website 🔗 Click the Apply link to apply via MOJ Website The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.

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