Records Officer (PIDG/RIM 2) [Contract]

JOB PURPOSE

Under the supervision of the Director, the incumbent is responsible to assist in the management of the Unit’s Annual Recurrent Budget and provide other financial support services for the effective operation of the Waste Management Unit.

 

KEY OUTPUTS

  • Log forms collated and verified
  • Data entered
  • Waste Manifest & Inventory Management System maintained up to date
  • Reports prepared
  • Files retrieved and dispatched
  • Filing system maintained
  • New files created
  • Correspondence filed
  • Inactive records removed from shelves and prepared for secondary storage/archived.
  • Minute sheets updated and enclosures numbered/labelled
  • Incoming calls, correspondences and visitors processed
  • Bearer service requested
  • Documents copied
  • Inventory of equipment and supplies managed
  • Day book & bin cards updated

 

KEY RESPONSIBILITY AREAS

  • Collects, collates and verifies log forms used at the Unit
  • Enters data collected daily under the Unit’s Waste Manifest and Inventory Management System
  • Prepares computerized reports of data entered in the Units’ Waste Manifest & Inventory Management Systems
  • Retrieves files, compiles data/information and draft reports as requested
  • Ensures maintenance of an accurate filing system by:
    • Creating files as instructed or on identification of the need in consultation with the Administrator
    • Creating proper numbering and labelling, according to established index
    • Filling documents correctly and safely to ensure confidentiality, easy retrieval and safety
    • Updating files minute sheet
    • Retrieving documents as needed
    • Removing inactive records from shelves/filing cabinet and prepared for secondary storage or archived according to established index
    • Ensuring files requested are dispatched and files returned are re-shelved correctly
  • Assists with the processing of incoming and outgoing mails
  • Assists with the requesting of Bearer Service
  • Assists with the photocopying of documents
  • Assists with the screening of incoming calls, correspondences and visitors, and forwarded to appropriate officers accordingly
  • Prepares reports as requested
  • Performs duties as inventory officer for the Unit by:
    • Receive goods being delivered and log in Day Book
    • Distribute equipment and supplies from stores as indicated by the Stores Requisition Form
    • Update Bin Card for all inventory items
    • Update inventory management system
  • Performs any other related duties as assigned from time to time by the Director, Operations Manager and Administrator

 

PERFORMANCE STANDARDS

  • Assigned tasks and regular duties are effectively carried out in a timely manner
  • Reports generated are accurate and delivered in a timely manner
  • Confidentiality maintained in the execution of duties
  • Accurate & structured filing is maintained
  • Accurate records of the movement of files
  • Correspondence recorded on minute sheets
  • File jackets changed when needed
  • Files closed when bulky and archived
  • Enclosures numbered
  • Accurate filing and shelving
  • Log forms, day books and bin cards maintained accurate and up to date
  • Waste Manifest & Inventory Management system maintained up to date
  • Inventory of equipment and supplies properly managed

 

Required Competencies

Functional/Technical Competencies Level
Knowledge of good office practice and procedures  
Knowledge of records and files management techniques  
Knowledge of supplies management  
Possess excellent filing skills  
Proficiency in the use of relevant computer applications  
Data entry skills  
Ability to collect, collate and report data accurately  

 

Core Competencies Level
Oral communication skills  
Written communication skills  
Ability to work in an organized, logical and efficient manner  
Good interpersonal skills  
Customer and quality focus  
Confidentiality  
Ability to manage time  
Teamwork and cooperation  
Ability to use initiative  
Adaptability  

 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

  • Graduation from a Secondary Institution with four (4) subject at the CXC or GCE O’ Level including English Language and a numeric subject
  • Minimum of two (2) years work experience in an office setting
  • Training in Supplies Management (Plus)

 

SPECIAL CONDITION ASSOCIATED WITH JOB

  • Exposure to dusty files
  • Confidentiality
  • May be required to work beyond normal working hours and weekends as the need arises
  • Working environment at the medical waste treatment facility involves unpleasant odor
  • Typical office working environment, no adverse working conditions

 

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Interested persons may apply by submitting a cover letter and resume via email no later than Wednesday, July 1, 2020 to:

Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm

Please note that responses will be sent to short- listed applicants only.