Applications are invited for the following post in the Parish and Family Courts Island Wide, Court Administration Division (CAD): Records Administrator (PIDG/RIM 4)

Salary range $2,803,771 – $3,770,761per annum.

Job Purpose

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.

Key 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 Knowledge, Skills and Competencies

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

Minimum Required Qualification and Experience

• Graduation from a recognized institution with a Certificate/Diploma in Records Management and two (2) years relevant experience.
• Training in Library Science and/or archival procedures from a recognized institution and three (3) years’ experience in the field or a similar environment.
• 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.
• Any other combination of training and experience that would yield the necessary skills needed at the level.

Special Conditions Associated with the Job

• 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 involve:
  Heavy physical work; heavy lifting, pushing, or pulling required of 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

Please note that only shortlisted applicants will be contacted.