Records Officer (PIDG/RIM 2)

Summary

Under the direction and management of the Records Co-ordinator in the Parish Court/Traffic/Family Court, the Records Officer is responsible for providing records and information management support/services for the efficient operations of the Judiciary. 💰Salary range $1,711,060 - $2,301,186 per JMD per annum.

Responsibilities

• Technical/Professional:

  • • Creates official Court files to support the work of the corporate operations of the Judiciary in accordance with established guidelines;
  • • Processes Court files and document requisitions from the various corporate operational Divisions in the Judiciary;
  • • Monitors that all Court files are complete and include relevant enclosures;
  • • Updates and docketsa Court files;
  • • Retrieves and replaces Court files in line with established procedures;
  • • Processes incoming and outgoing correspondences;
  • • Scans and describes all active and inactive official files, in accordance with the Judiciary’s digitization agenda and the GOJ RIM Policy;
  • • Maintains up-to-date records of Court file activities;
  • • Monitors and manages files on loan to various Divisions within the Judiciary;
  • • Maintains an effective file-tracking system;
  • • Photocopies documents;
  • • Assists with the clearing of closed and inactive files;
  • • Participates in periodic reviews of mail operations, with a view to developing the systems and procedures for processing mails;
  • • Processes and dispatches incoming and outgoing correspondence;
  • • Contributes to a reliable system for collecting and dispatching mail;
  • • Maintains a recording system for all 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;
  • • Prepares monthly reports on file and mail activities;
  • • Observes all Health and Safety Risk Assessments, regulatory and security measures.
  • • Keeps current with the latest tools/techniques in Records and Information Management (RIM) to determine what new solutions and implementations will meet Judiciary’s business/operational requirements.

• Management/Administrative:

  • • Participates in meetings, seminars, workshops and conferences, as required;
  • • Prepares reports, as required;
  • • Maintains customer service principles, standards and measurements.

• Human Resource:

  • • Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
  • • Assists with the preparation of and conducts presentations on role of Division/Unit for the Orientation and Onboarding Programme;
  • • 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:

  • • Basic knowledge of Records and Information Management principles and practices
  • • Demonstrates sound personal and professional integrity, reflecting high ethical and moral values
  • • Knowledge of health and safety procedures and precautions
  • • Literacy and Numeracy skills are 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

• • Graduation from a Secondary Institution with four (4) subjects at the CXC or GCE ‘O’ Level including English Language and a numeracy subject, plus a minimum of three to four (3-4) years’ experience at the level 1, or equivalent academic training and experience.

Additional Information and Instructions

• • Work will be conducted in an office outfitted with standard office equipment and specialized software.
• • 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.

• However, there will be considerable physical activity, which may involves:

  • • Heavy physical work; heavy lifting, pushing, or pulling required objects up to 50 pounds;
  • • Working in environments with some exposure to hazards or physical risks, which require following basic safety precautions;
  • • Working in moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.

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.

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