Job Information Records Administrator (PIDG/RIM 4) Company Information
Contact Name Office of the Services Commission
Contact Email
Job Information
Job Type Full-time
Department Executive Agency
Category Administrative
Posted 06-12-2021
Job Status
Start Publishing 06-12-2021
Stop Publishing 16-12-2021
Applications are invited for the following vacant post in the Post and Telecommunications Department:  Records Administrator (PIDG/RIM 4) – (Vacant), salary range $1,254,116 – $1,490,750 per annum and any allowance(s) attached to the post.
Job Purpose
Under the general direction of the Director, Administration, the incumbent is responsible for accurately, securely and effectively managing information received and produced by the Department. He/she will develop and maintain appropriate systems in support of records movement, maintenance and disposition.
Key Responsibilities
  • Participates in the Creation of Strategic Plan/Programmes/Projects for the Branch;
  • Assists with the preparation of the Unit’s Work and Operational Plans;
  • Develops Individual Work Plan based on alignment with the Division’s Operational Plan;
  • Participates in meetings, seminars, conferences and workshops as required;
  • Examines and evaluates Records Management Systems to develop new or improve
  • existing methods for efficient handling, protecting and disposing of official records and information;
  • Attends and participates in the Government Records and Information Management (G-RIM) meetings host by the Government Records Centre;
  • Prepares Monthly and Quarterly Reports on activities of the Record and Information
  • Management Branch;
  • Makes recommendations to the Director for changes in policies affecting the operation of the Branch;
  • Leads in the development and delivery of Records Management Training and Awareness Programme.
  • Leads in the research for information as requested for the provision of access;
  • Liaises with staff internally and externally, to gather suggestions for improvements and to detect Records Management problems;
  • Develops, implements and administers specific plans to achieve compliance with the Department’s Records Management policy and standards;
  • Designs and manages a Vital Records Management Programme;
  • Prepares and delivers Quarterly and Annual Reports to the Records Management
  • Committee to include: operational statistics, current levels of compliance, issues/risks and proposals to manage risks identified;
  • Collaborations with the Senior Director, Human Resource Management and
  • Administration and the Director, Administration, to develop and maintain policies, plans,
  • standards and procedures to control each type of applicable record, document and data item, in conformance with established Records Management Standards;
  • Ensures the establishment and maintenance of a current Retention and Disposition schedule for the Department’s records and information;
  • Evaluates findings and recommends changes or modifications in procedures, utilizing knowledge of functions of operating Units, referencing systems and filing methods;
  • Analyzes records to determine their administrative usage, fiscal or historical value and develops and implements appropriate File/Information Management Procedures;
  • Reconciles and deletes indexing errors and anomalies, advises end-users and Records
  • Staff on procedures and content problems and ensures security and preservation of records in storage;
  • Co-ordinates special projects relating to Records Management and Archiving activities;
  • Oversees the creation and maintenance of files containing note-worthy publications from newspapers and electronic media;
  • Develops methods to retain, protect and identify records and ensures compliance with established records standards;
  • Develops a system that facilitates records/information being easily accessible when needed;
  • Co-ordinates the transfer of records to the Government Record Centre;
  • Implements policies for the Department’s electronic records;
  • Co-ordinates development of in-house databases to establish the Department’s Electronic Records Management System;
  • Ensures that the vault and contents are secured at all times;
  • Provides general supervision of the Department’s in-house Mail Bag System.
Human Resource:
  • Monitors and evaluates the performance of direct reports, prepares Performance
  • Appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attain established personal and/or organizational goals;
  • Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
  • Sets agreed individual performance targets and monitoring performance and provides
  • feedback to direct reports by monitoring and giving insight on the performance of their duties and assumption of their responsibilities;
  • Contributes to the development and implementation of a Succession Planning framework
  • in collaboration with the Human Resource Division, through the development of procedural manuals and other duties prescribed within the framework;
  • Prepares and conducts presentations on role of the Division/Unit for the Orientation Programme;
  • Performs other related functions, assigned from time to time. 
Required Knowledge, Skills and Competencies
  • Excellent oral and written communication skills
  • Excellent planning, organizing, problem-solving and decision-making skills
  • Excellent interpersonal skills
  • Excellent knowledge of Records Management
  • Sound knowledge of relevant legislation (e.g ATI, Archives and Copyrights Acts)
  • Knowledge of Computer Applications e.g Microsoft Office Suite and other relevant software
  • Sound knowledge of the Staff Orders and Public Service Regulations
  • Good leadership and change management skills
Minimum Required Qualification and Experience
  • Bachelor’s Degree in Library Studies from a recognized University or the equivalent or
  • Certificate/Diploma in Management Studies;
  • Certificate in Records Management;
  • Three (3) year’s Record and Information Management supervision and any other equivalent combination of qualification and experience.
Special Condition Associated with the Job
  • May be exposed to dust.
Applications accompanied by Résumés should be submitted no later than Wednesday December 15, 2021 to:
Director of Human Resource Management and Development
Post and Telecommunications Department
6-10 South Camp Road
Please note that only shortlisted applicants will be contacted.
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