The National Library of Jamaica invites applications from suitably qualified persons to fill:
Position: Records Manager (PIDG/RIM5)
Salary Scale: $3,094,839 p.a.
Deadline: Thursday, February 29, 2024 @ 5 p.m.
Job Purpose
The incumbent is responsible for developing, implementing, monitoring and maintaining the records and information management programme throughout the NLJ in compliance with policy, procedures and standards of the Jamaica Archives and Records Department (JARD). The Incumbent is required to manage the records throughout the records management lifecycle within the required legal and regulatory framework.
Key Outputs
Functional classification system created and maintained
Retention schedule developed and implemented
Retention/Disposition List generated and shared with JARD for approval
Reports prepared
Record Audit conducted
Official Files created
Record keeping systems organized and maintained
Incoming and outgoing mail processed
Mail register established and maintained
Stamp impress monitored and balanced
Values documented (value book)
Training and development programmes delivered
Information asset inventory developed and maintained
Preserve vital records
Key Responsibilities
Professional/Technical
Manages the appraisal, retention, disposal, storage, maintenance and other aspects of the library’s Records Management programme;
Establishes and maintains a functional records management business classification scheme
Maintains and supports the implementation of retention schedules to ensure the
systematic review and disposition of records, including the transfer of records to the
Jamaica Archives and Records Department.
Carries out frequent reviews of existing retention schedules to ensure that they are compliant with relevant legislation, records management best practice and support the operational needs of the National Library of Jamaica
Organises the disposal of records in accordance with their retention schedule.
Develops and implements the policy and procedural framework to guide staff in the management and use of records
Reviews and approves requests for records disposition; coordinates transmittal and disposition of agency records according to GOJ guidelines
Directs and coordinates the transfer, storage and disposal of inactive administrative records.
Conducts surveys and reviews to ensure compliance with the record management
procedures and standards.
Provides advice/recommendations on the ongoing organization and storage of material to facilitate planning for future needs;
Ensures compliance with record keeping requirements resulting from legislation, audit rules and other relevant regulations;
Keeps current with emerging document management trends and current dominant technologies in Records Management
Develops and implements a structured records management training and development programme.
Reviews the organization of all incoming documents according to a functional classification scheme;
Maintains security and confidentiality of records
Reviews and authorizes the transfer of files to a secondary storage facility;
Coordinate with the IT Branch to procure/develop a user-friendly, computer-aided records management system to include file tracking and access control
Coordinate and lead the library’s Records & Information Management (RIM) committee for the development and implementation of the GOJ RIM policy
Operates a centralised mail management service for the National Library of Jamaica by:
Receiving all incoming correspondence by ensuring that all mails addressed to the Library are opened, recorded, stamped and routed to the appropriate officer/branch for action
Ensure that confidential mails are recorded and routed unopened
Dispatched for post all outgoing mails
Manages and reconciles the stamp impress
Maintains value book for cheques received for the Library
Dispatches the drivers and attendants with outgoing mail for delivery
Management/Administrative
Compiles an Access to Information Manual containing dissemination of functions, duties, services of the Library and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information;
Maintains and oversees Attendance Records;
Prepares Annual/Quarterly/Monthly/Periodic Reports;
Contributes to the development of the Branch’s Strategic and Operational Plan and Budget;
Prepares performance and other reports as required;
Participates in meetings, seminars, workshops and conferences as required;
Prepares Workplans for direct reports
To contribute towards the development and delivery of a records management
training and awareness programme
To ensure business continuity in the event of a disaster
Human Resource
Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendation of required training and development programmes as necessary
Provides leadership to staff through effective objective setting, delegation, and communication
Provides guidance to staff through coaching, mentoring, and training, providing assistance and support as needed
Participates in the recruitment of staff
Ensures that staff is aware of and adheres to the policies, procedures and regulations of the Department
Supervises all staff in the Registry
Participates in the orientation of new employees and fieldwork students as directed.
Maintains harmonious relationships with colleagues
Implement occupational health and safety programme within the registry
Customer Service
Maintains customer service principles, standards and measurements;
Identifies and incorporates the interest and needs of customers in business process design;
Performs all other related duties and functions as may be required from time to time.
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Required Competencies/Skills/Knowledge
Core Competencies:
Oral Communication
Written Communication
Teamwork & Cooperation
Customer & Quality Focus
Technical Competencies:
Records Management; Databases & Software
Excellent knowledge of relevant legislation (ATI Act and Archives Act)
Information Communication Technology
Planning & Organizing
Leadership
SKILLS/COMPETENCIES
Sound knowledge of the GOJ Records and Information Management Policy, Procedures and Standards
Sound knowledge of international information governance requirements
Knowledge of access to information and data protection requirements
Working knowledge of disaster mitigation, preparedness, and response
Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
Knowledge of office management and administrative procedures and practices
Knowledge of research and statistical methods and techniques
Ability to compose correspondence and reports
Ability to work independently and make sound and reasoned decisions
Advanced IT skills in relation to Word, Powerpoint, and Excel
Qualification and Experience
Degree in Archives & Records Management or
Degree in Library and Information Studies with Certification in Records Management.
Two (2) year related working experience
Special conditions associated with the job
Working environment involves possible exposure to dusty conditions
Require to do some amount of lifting, bending, stooping and walking in the performance of duties
Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.:
Director, HRM & Administration
National Library of Jamaica
12 East Street
Kingston
Email: nljhrm@nlj.gov.jm
We appreciate all responses, however only shortlisted candidates will be contacted