Applications are invited for the following post in the Parish and Family Courts Island Wide, Court Administration Division (CAD): Records Officer (PIDG/RIM 2)

Salary range $1,711,060 – $2,301,186 per annum.

Job Purpose

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.

Key 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 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:

• 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

Minimum Required Qualification and Experience

• 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.

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 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

Please note that only shortlisted applicants will be contacted.