Ministry of Land and Legal Affairs
Port of Spain
Job Description
Specialized administrative work in the field of Records Management. This officer is responsible for the implementation and maintenance of the Registrar General's Department records management programme. Work involves the supervision of RGD records staff and vault attendants. This officer works with a high degree of independence and is responsible or planning his/her work schedule. However, when he/she is faced with complex situations that involve the interpretation of policy, assistance can be sought from the RGD Executive Director- Hybrids Records and Archiving. Work is subject to review by the RGD Executive Director-Hybrid Records and Archiving through discussions and reports.
Key and Critical Responsibilities
- Supervises a group of subordinates engaged in updating, filing, retrieving and distribution of RGD records and files.<div>- Maintains filing systems in the Civil, Land and Companies Vault.</div><div>- Maintains a file movement and tracking system of records within the RGD.</div><div>- Reviews the current records system throughout the Civil, Land and Companies Registries; such as systems, procedures, staffing, accommodations, equipment and standards of performance, and makes recommendations for improvements in those areas.</div><div>- Seeks the approval of the Executive Director- Hybrid Records and Archiving with respect to refilling/ rearranging records in the vault and the removal of any records to secondary storage.</div><div>- Coaches and assists subordinate staff.</div><div>- Prepares draft written responses to request and queries.</div><div>- Attends strategy planning and status review meetings with the records management unit and with any other internal customers who depend on the records.</div><div>- Ensures that all decisions regarding improvements are properly implemented and directs, guides or supervises subordinates in the implementation and revision of new or related systems, methods and procedures.</div><div>- Implements and ensures the maintenance of systems and procedures for proper storage, maintenance and disposal of all official documents/ records.</div><div>- Prepares reports on record management programmes and any other related reports for the RGD records management unit.</div><div>- Perform related work as may be required.</div>
Key Competencies
<b><u>KNOWLEDGE:</u></b><div>- Extensive knowledge of modern records management methods, systems and procedures.</div><div>- Knowledge of modern methods and techniques of office management.</div><div>- Knowledge of archiving and preservation and conservation.</div><div><br></div><div><b><u>SKILLS AND ABILITIES:</u></b></div><div>- Ability to communicate effectively with superiors and subordinates and to prepare written reports on matters relating to court records management.</div><div>- Ability to motivate staff to work cooperatively and conscientiously.</div><div>- Ability to establish and maintain effective working relationships with associates.</div><div>- Ability to express ideas clearly and concisely, both orally and in writing.</div><div><br></div><div><b><u>MINIMUM EXPERIENCE AND TRAINING:</u></b></div><div>- A Bachelor's degree in Information Science, Management, Public Administration or other related field from a recognized University.</div><div><div>- A minimum of five (5) years' experience in records management, three of which must have been in a supervisory position.</div><div>- A Diploma or Certification in Public Sector Records Management.</div><div>- Any other combination of experience and training.</div><div><u> </u></div><div><u> </u></div></div>