Senior Records Management Officer

The Senior Records Management Officer provides support to the Director, Corporate Services in managing the Commission’s active, inactive and vital records in both the physical and electronic environments.

A. Job Summary

The Senior Records Management Officer provides support to the Director, Corporate Services in managing the Commission’s active, inactive and vital records in both the physical and electronic environments. The incumbent also manages the Commission’s centralized filing system and draft policies, procedures for the review of the Director, Corporate Services. The incumbent also assists the Director, Corporate services in implementing strategies to ensure compliance with legislative, local and international best practice standards.

B. Responsibilities/Accountabilities

• Develop and implement procedures in consultation with the Director, Corporate Services for and manage the receipt, collection, processing, storage and retrieval of all active and inactive records.
• Administer and maintain the Commission’s electronic records management and document management systems.
• Provide technical advice/guidance on records management matters to the various divisions if and/or when necessary
• Manage archival functions by identifying, processing and preserving all records of historical importance.
• Manage the disposition of expired records according to the Commission’s established retention policy and schedule
• Enhance awareness of Records and Archives services and conduct/supervise training for new and existing records staff and users
• Develop and submit for review and approval, the policies and procedures for strengthening the framework for records management across the Commission
• Develop, implement, maintain and enforce policies, practices and procedures for improving the quality of records and services in consultation with the Director, Corporate Services.
• Develop, implement and manage the vital records programme and participates in the Commission’s Disaster Recovery Programme
• Develop, implement and manage standardized filing systems for both physical and electronic records to facilitate the easy retrieval of records by the Commission’s staff
• Provide technical support for the acquisition and implementation of other information systems throughout the Commission
• Participate in assessing performance of staff by collaborating with the Director on performance monitoring and appraisal.
• Coordinate assignment of work among staff by allocating specific tasks and monitoring.
• Performs other job-related duties as required.

C. Minimum Qualifications, Experience and Knowledge

• A first degree or relevant professional certification in Records Management, Archives or related field.
• Post graduate degree in Records & Archives Management, Information & Records Management, Library and Information Science or related field with concentration in records management would be an asset.
• Knowledge of records management and archival systems, filing systems (manual and electronic), and software applications would be an asset.
• Five (5) years professional experience in Records Management.
• three (3) years’ supervisory experience.
• Any other equivalent combination of education, training and experience will be considered.