Assistant Registrar (PIDG/RIM 5)

Summary

Reporting to the Registrar, the Assistant Registrar, Records ensures effective records management, including provision of library and research services and maintenance of the Treasury library and its collections. The Registrar also ensures that materials are current and accessible, and available to library users when required. The incumbent manages the systematic control of the Treasury’s records throughout their life cycle, ensuring that records are accurate, effectively recreate their context, are easily accessible, available for years in the future, and can be destroyed routinely when no longer needed, in order to support the day-to-day operations of the Treasury and decision making, as well as meet statutory, legal and fiscal requirements and stakeholder expectations. Summary of the broad purpose of the position in relation to Government’s goals and strategies: •To design, set up, maintain, review and document the AGD Records Management Systems; •To identify the most appropriate records management resources; •To advise on, and implement new Records Management policies and classification systems; •To provide a policy framework to guide staff in the management of their records and use of the AGD’s records system; •To manage the Records Management and Treasury information services to incorporate the use of cutting-edge technology and automated direct access services; •To establish and maintain the Treasury Library and its collections, and provide Library and research services; •To ensure the fast, accurate and reliable access to records and the timely destruction of redundant information; •To ensure business continuity in the event of a disaster; •To ensure that the Treasury records are stored in a secure environment , and securely maintained to prevent unauthorised access, alteration, damage or removal; •To ensure the compliance of the AGD’s records management policies, processes and procedures with legislative and regulatory requirements, particularly as laid down by the Access to Information Act and other relevant regulations and legislation; •To ensure that the Records Management System protects the interest of employees, clients and other stakeholders. 💰Basic Salary: $3,501,526 - $4,709,163 per annum.

Responsibilities

• Technical:

  • • Participates in the development and manages the implementation of short-term and long-term records and documents management strategy, policy and procedures;
  • • Participates in the development, tracking, optimizing and enforcing of short-term and long-term records and document management budgets, including for library services;
  • • Manages the provision of technical guidance to all stakeholders;
  • • Participates in the formation of the AGD’s Records Management policy and procedures, to include the provision of Library services;
  • • Develops and implements a customer service charter and SLA’s for the Unit;
  • • Manages the day-to-day operations of the Unit to ensure records, including Library content, are readily available when needed and sufficient in content, context and structure to reconstruct the relevant activities and transactions that they represent, and are compliant with records management policies and procedures, SLA’s and customer charter;
  • • Manages the integration of records management with the customer service platform to serve the AGD and its stakeholders in every aspect, utilizing web enabled security-controlled access portals, popular social media interfaces and mobile friendly applications/platforms;
  • • Participates in the selection and manages the implementation of automated records management system, using cutting edge technology, and incorporating industry best practice and security level access distinctions;
  • • Manages the implementation of the change over from paper-based to electronic automated records management system;
  • • Participates in the development and manages the implementation of automated retention and disposal schedules, using the Records Management System;
  • • Manages the categorisation and codification process for all records to be maintained;
  • • Manages the archival process to ensure that documents and other material of historical significance and importance are preserved and made accessible through available technology in digital format;
  • • Manages the availability and accessibility of reference materials, to include Government gazettes, reports, journals, encyclopaedias, dictionaries, textbooks, etc.;
  • • Manages the provision of daily newspapers, news magazines, journals to members of staff and public, catalogue and classification;
  • • Ensures electronic records, changes and additions are identifiable through audit trails;
  • • Manages records to ensure that they comply with any record keeping requirements resulting from legislation, audit rules and other relevant regulations;
  • • Manages records to meet the specific purposes for which they are maintained by identifying and linking records to the business process to which they are related;
  • • Manages records to ensure that they are securely maintained to prevent unauthorised access, alteration, damage or removal, that they are stored in a secure environment, the degree of security reflecting the sensitivity and importance of the contents; and that where records are migrated across changes in technology, the evidence preserved remain authentic and accurate;
  • • Keeps current with emerging records management trends and current dominant technologies in records management;
  • • Produces reports, as required.
• Strategic Leadership:

  • • Implements and enforces policies and procedures of the organization by way of systems that will improve the overall operation and effectiveness of the Unit and the AGD;
  • • Conducts research and recommends changes to policies, procedures and systems to enhance the functioning of the Unit and Department;
  • • Assists with the preparation of the Department’s Annual Strategic Plan and Budget, and supports the Registrar and the Deputy AG Information and Technology to deliver the Division’s Operational Plan in an accurate and timely manner;
  • • Assists with the establishment of internal control processes required to manage and grow the Division;
  • • Deputizes for the Records and Information Manager, as and when required.
• As Unit Head:

  • • Leads in the smooth and efficient operation of the Unit through the management of daily operations;
  • • Prepares and monitors the Unit’s Operational Plan and Budget, ensuring the work of the Unit is carried out according to plan, and agreed targets achieved;
  • • Establishes and implements systems for reporting of work done against stated and agreed Work Plans for the Unit;
  • • Establishes internal control processes required to manage and grow the Unit.
• Human Resource Management:

  • • Plans, organizes and directs the work of the Unit, by overseeing the development of performance targets for the Unit and staff, based on the Corporate and Divisional Strategic Plans;
  • • Ensures that the Unit’s staff have sufficient and appropriate physical resources to enable them to undertake their duties efficiently and effectively;
  • • Provides leadership and guidance through effective planning, delegation, communication, training, mentoring, coaching and disciplinary action;
  • • Participates in the recruitment of staff for the Unit;
  • • Recommends transfer, promotion, termination and leave in accordance with established Human Resource policies and procedures;
  • • Identifies competency gaps and collaborates with the Manager, Training and Development to develop and implement Staff Development and Succession Plans for the Unit, to ensure adequate staff capacity;
  • • Monitors job specific and environmental factors, implements and promotes health and safety policies; and mitigates and minimizes workplace hazards;
  • • Monitors the performance of staff and ensures effective and objective staff performance management, through timely and accurate completion of the staff appraisal process, including periodic reviews;
  • • Ensures that welfare issues of the Unit’s staff are clearly identified and addressed;
  • • Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

• Core:

  • • Good oral and written communication skills;
  • • Good problem-solving and analytical skills;
  • • Customer focus;
  • • Results focus;
  • • Integrity.
• Technical:

  • • Records and Information Management skills;
  • • Knowledge of Legislations, Policies and Procedures;
  • • Knowledge of the various guiding Acts and Regulations including the Access to Information Act.

Preferred Qualifications

• ★ Bachelor’s Degree in Library, Archival Studies or Social Science from a recognized institution;
• OR
• ★ Any other combination of training and experience that would yield the necessary skills needed at this level;
• ★ Certificate/Diploma in Records Management from a recognized institution;
• ★ Formal training in Records Management, Archival Procedures and Information Systems, Procedures and Practices and automated technologies as it relates to Records Management;
• ★ Five (5) years’ related experience with at least three (3) years in a supervisory capacity;
• ★ Experience with automated and IT enabled records management, and computer information management systems.

Additional Information and Instructions

Special Conditions Associated with the Job: •May be required to do some amount of lifting, bending, stooping and walking; and pressured working conditions with numerous critical deadlines; •May be exposed to some amount of dust. How to Apply: 📄 Applications accompanied by résumés should be submitted no later than Thursday, 2nd January, 2025 to Director Human Resource Management and Development Accountant General's Department 21 Dominica Drive Kingston 5 📧 Email: careers@treasury.gov.jm ℹ️ Subject Line: Assistant Registrar (PIDG/RIM 5) 🔑 Important Notes: Only shortlisted applicants will be contacted.

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