Records Officer

Preparation of service records for all members of staff; preparation of all pension documents for persons who are approaching the retirement age for submission to the Ministry of Finance & the Public Service.

KEY RESPONSIBILITES & COMPETENCIES

 Leave Administration

• Coordinate and administer the processing of leave applications to include:
• Prepare, update and maintain all employees leave records and provide guidance to staff on leave availability and eligibility;
• Produce monthly and quarterly report on planned absenteeism (vacation leave)
• Coordinate the preparation of the annual vacation leave roster; prioritizing and coordinating the issuing of leave approvals for all members of staff as per roster.
• Preparation of approval letters to departments head and members of staff relating to the granting of all category leave;
• Preparing submissions for Director, Human Resource Development & Management for payment in lieu of vacation leave; the accumulation of vacation beyond the maximum; as well as the granting of special sick of leave;
• Processing of all leave applications and monitoring of leave being taken by all employees and maintaining records of outstanding leave for each employee. 
• Computing and verifying all vacation, sick, maternity, special and departmental leave;
• Preparing vacation leave schedule of all outstanding vacation leave as at March 31^st
•  Perform the internal administration of the Group Health, Personal Accident and Group Life insurance schemes which involves the enrolment of staff in the various benefits schemes;
• Prepare service records for employees of the JNHT who are approaching retirement age and inform the appropriate employees of the Pensions Department in the Ministry of Finance & Planning, follow-up as required;
• Maintain and update employee-related files and data such as recruitment and selection, persons acting in positions, resignations, departmental and other transfer, retirement, performance appraisals and absenteeism;
• Compose letters, memoranda and reports for signing and respond to routine correspondence;
• Maintain a system which will control, store and safe keep confidential documents, files and reports within the Department;
• Excellent written, oral and presentation skills.
• The ability to prioritize among conflicting demands.
• High level of initiative, professionalism, good work ethics, and time management skills
• Ability to work under pressure and handle challenging situations
• Superior organizational, customer service, human relation and interpersonal skills.
• Must be an effective team player.

 QUALIFICATION AND EXPERIENCE

 ·         An associate degree in Human Resource Management OR Business Administration OR Management from a recognized University or equivalent. AND

• Two (2) years of relevant experience.