Records Administrator (PIDG/RIM 4)

Summary

Under the general direction of the Court Operations Manager, the Records Administrator is responsible co-ordinating and maintaining Records and Information Management systems and procedures in a Parish Court/Traffic Court/Family Court/Corporate Area Criminal Court/Corporate Area Civil Court/Coroners Court. 💰Salary range $2,803,771 - $3,770,761per JMD per annum.

Responsibilities

• Technical/Professional:

  • • Assists with the planning and management of the Judiciary’s Records and Information management programme for both Court records;
  • • Implements the Judiciary’s policy and guidance for record-keeping, in accordance with the strategic plan and the Jamaica Archives and Records Management standards and guidance;
  • • Maintains control systems for all the Judiciary’s documentation and records activities;
  • • Co-ordinates and maintains business processes concerning records creation, maintenance, use and disposition;
  • • Deals with incoming requests for information and retrieval of information (files/documents);
  • • Classifies, lists and indexes documents received for placement on correct files, both electronic and non-electronic medium;
  • • Handles all confidential and secret files, and deposits same in vault or secret file room;
  • • Updates and maintains manual and computerized file listing of all files and official documents within the Court;
  • • Ensures that active and semi-active records are stored in safe and clean environment;
  • • Identifies records for transfer to storage and to the Jamaica Archives and Records Department, when necessary;
  • • Undertakes annual and quarterly file audits;
  • • Liaises with Administrators and Officers in each Division/Branch/Unit to ensure the proper creation and maintenance of files;
  • • Assists in the arrangements for facilitating the public access to records in keeping with the Access to Information Act;
  • • Participates in records inventory and retention schedule projects;
  • • Assists with the implementation of all decisions, in accordance with the Access to Information Act and other relevant legislations eg. the imposition of charges on access to documents;
  • • Promotes effective documentation and records & information management throughout the Court;
  • • Partners with and takes counsel from the Court Records and Information Management Branch of the Judiciary on matters concerning the digital records and other RIM practices;
  • • Keeps abreast of trends and changes in Records and Information Management methodologies and technology, career and professional development;
  • • Keeps abreast of trends and changes in operations management and service delivery, and recommends/implements changes, where necessary, to improve the service quality and productivity of the Branch and organization.

• Management/Administrative:

  • • Develops Individual Work Plans based on alignment with the overall plan for the Branch;
  • • Participates in meetings, seminars, workshops and conferences as required;
  • • Prepares reports and programme documents, as required.
  • • Prepares and delivers Court Records presentations related to, as needed;
  • • Maintains customer service principles, standards and measurements;
  • • Identifies and incorporates the interests and needs of customers in business process design.

• Human Resource:

  • • Provides guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline;
  • • Evaluates and monitors the performance of assigned staff and implements appropriate strategies;
  • • Co-ordinates the development of individual work plans and recommends performance targets for the staff assigned;
  • • Participates in the recruitment and training of staff of the Court;
  • • Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures;
  • • Identifies skills/competency gaps and contributes to the development and succession planning for the Division to ensure adequate staff capacity;
  • • Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews;
  • • Ensures the well-being of staff supervised;
  • • Effect disciplinary measures in keeping with established guidelines/practices.
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Excellent interpersonal and team management skills
  • • Excellent oral and written communication skills
  • • Strong analytical and problem-solving skills
  • • Strong leadership skills
  • • Strong customer relations skills
  • • Excellent planning and organizing skills
  • • Excellent judgment and decision-making skills
  • • Ability to influence and motivate others
  • • Proficiency in the use of relevant computer applications

• Technical:

  • • Good knowledge of Records and Information Management principles and practices
  • • Working knowledge of statutes, legislations, regulations policies and procedures relating to Records and Information Management
  • • Ability to exercise sound judgement and convictions of purpose in unfavourable or unpopular situations
  • • Problem solving and negotiation/facilitation skills and experience
  • • An excellent understanding of the machinery of government, including particularly the Jamaican context and the current challenges facing the GOJ
  • • Good strategic and analytical skills to enable them to advise on complex issues
  • • Ability to create commitment to a strong and consistent customer service philosophy
  • • Advanced IT skills in relation to Word, PowerPoint, Excel and MS Project

Qualifications

• • Graduation from a recognized institution with a Certificate/Diploma in Records Management and two (2) years relevant experience.
OR
• • Training in Library Science and/or archival procedures from a recognized institution and three (3) years’ experience in the field or a similar environment.
OR
• • High School graduation with four (4) subjects at the CXC or GCE ‘O’ Level including English Language and a numeracy subject and training in Records and Information Management systems, procedures and practices and automated technologies as it relates to records management and/or the area of operation;
• • Seven (7) years’ experience in a similar environment.
OR
• • Any other combination of training and experience that would yield the necessary skills needed at the level.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than Friday, 11th April, 2025 to: Senior Director Human Resource Management and Administration Court Administration Division Public Building West King Street Kingston ✉️ Email: hrma@jamaicajudiciary.gov.jm ℹ️ N.B. Please include the job title in the subject line of your email. ⚠️ Please note that only shortlisted applicants will be contacted.

Share This Job