Job Information Records Officers 2 (PIDG/RIM 3) Company Information
Contact Name Office of the Services Commission
Contact Email communications@osc.gov.jm
Job Information
Job Type Full-time
Department Government of Jamaica
Category Administrative
Posted 10-10-2021
Job Status
Start Publishing 10-10-2021
Stop Publishing 21-10-2021
[Kingston,Jamaica ]
Description
Applications are invited for the following post in the Court Administration Division, Supreme Court: Records Officers 2 (PIDG/RIM 3) (Vacant) salary range $897,182 - $1,066,467 per annum and any allowance(s) attached to the post.
 
Job Purpose
The incumbent under the general supervision of the Deputy Registrar provides support to the Division by maintaining and updating official records, facilitates retrieval, access and support management audits and inventory exercises. Seeking to enhance the currency of information while ensuring accuracy, security and availability of files and records.
Key Responsibilities
 
Technical and Professional:
  • Ensures priority documents are brought to the attention of the appropriate personnel;
  • Ensures documents are placed on files and received by the appropriate personnel;
  • Changes case files location on the Court Information Management System;
  • Ensures files are up to date including files for Court;
  • Ensures documents filed for hearings are available to the Court;
  • Tracks and records the movement of files;
  • Ensures files are appropriately arranged in the Filing Room or cabinets;
  • Monitors the quantity of file jackets so that the Court is always in stock;
  • Checks documents for compliance with requisition;
  • Receives, sorts and records documents;
  • Receives files returning from Court, updates Log Sheets and case file location;
  • Creates case files for all new documents received by the Registry by recording on the file the name of the client and the respondent with the claim number assigned to the case;
  • Ensures that documents are accurately filed;
  • Encloses files received in the Records Management Unit;
  • Retrieves files for distribution and records in the relevant format;
  • Updates physical and computer database for the Records Management Programme and ensure physical files accurately reflect computer records;
  • Recommends Record Management enhancements, records security and disaster recovery procedures;
  • Identifies records to be transferred from active to inactive status and/or destroyed according to established the relevant Acts and Regulations control schedules;
  • Provides information for reports as necessary;
  • Facilitates requests for making photocopies and printing of documents;
  • Conducts scheduled audits of file in the Commercial Registry;
  • Conducts File Inventory exercises;
  • Supervises and co-ordinates the work of direct report;
  • Oversees the operation and maintenance of Records and Information Systems including the creation, receipt, storage, retrieval and disposition;
  • Monitors and evaluates the performance of direct report;
  • Prepares Performance Appraisals and recommends strategies for personal development;
  • Provides leadership and guidance to direct report through effective planning, delegation, communication, mentorship and coaching;
  • Establishes and maintains a culture of teamwork, and employee empowerment.
Required Knowledge, Skills and Competencies
  • Sound knowledge and understanding of the Supreme Court procedures/operations
  • Understanding of information technology tools and techniques.
  • Proficiency in utilizing existing and/or new technologies.
  • Good oral & written communication skills
  • Good time management skills
  • Good organizational and planning skills
  • Good customer relations shills
  • Good interpersonal relationship building skills
  • Ability to work in a team.
  • Adaptability
  • Ability to prioritize and problem-solving effectively
  • Ability to use Initiative
  • Integrity and confidentiality 
 
Minimum Required Education and Experience
  • Diploma in Records & Information Management; Or
  • 4 CXC/GCE subjects; including English Language, Mathematics or Accounts
  • Certificate in Supervisory Management (An Asset)
 
Applications accompanied by résumés should be submitted no later than Wednesday October 20, 2021 to:
Senior Director
Human Resource Management and Administration
Court Administration Division
The Towers
25 Dominica Drive
Kingston 5
 
Please note that only shortlisted applicants will be contacted.
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