Director, Documentation Information and Access Services (GMG/SEG 2)

Department of Correctional Services


Director, Documentation Information and Access Services (GMG/SEG 2)

  • Deadline: Apr 26, 2019

Job Purpose


Reporting to the Senior Director, Human Resource Management, the incumbent is responsible for co-ordinating, implementing and administering the activities of the Documentation and Information Unit, ensuring that the relevant policies and best practices are implemented and up to achieve organizational efficiency and effectiveness.



Key Responsibilities



         Develops Budget, Operational and Work Plans for the Unit;

         Develops programs for the Unit, ensuring staff is effectively utilized;

         Formulates a complete and systematic process for obtaining advice from the Attorney

General’s Department;

     Guides  and  adheres  to  legal  requirements  which  effect  the  information  of  the organization;

         Represents the Department at relevant Records Management conferences;

         Implements  the  provision  of  a  comprehensive  reference  service  to  support  the

Departments and its Divisions need for relevant, timely and accurate information;

     Informs  appropriate  response  to  requirements  to  disclose  records  as  a  result  of litigations which specific references to information management;

         Liaises with the Access to Information Unit of the Jamaica Archives and the Records

Department on problems arising from the implementation of the Act;

         Represents the Department at relevant Records Management fora and conferences;

     Liaises  with  the  Departments  Legal  Officer  to  obtain  in-house,  expert  advice  and document which are not clearly non-exempt documents;

     Provides policy advice on the ATI Act on other legislation arising from the ATI Act issues to the Departments staff.



     Implements the policies, procedures and codes of practice for Access to Information to the organizations official records;

         Develops strategy for managing a wide variety of access for information request;

     Develops long range forecast for Records and Information Management programme with the Department;

     Plans,  develops  and  establishes  policies  and  procedures,  formulates  goals  and objectives for operations, essential to be effective delivery of information;

     Reviews documentation systems, procedures, holdings and equipment to ensure that they support management effectiveness;

     Plans and designs an effective vital records protection and disaster recovery programme for the Department;

     Produces and submits reports on progress and problems and makes recommendation for improvement;

     Initiates review of  the Department relevant  legislatiowitregulations,  policies  and procedures, programme and information systems to ensure compliance with the ATI Act

and legislation;

     Satisfies the information needs of the Department clientele by reviewing documentation systems procedures to ensure that the support management effectiveness;

     Arranges for and facilitates the publication of comprehensive information about activities and operation through Website and other media which minimizes the necessities for

format direct request to be processed;

     Analyzes  and  appraises  the  status  of  records  keeping  and  documentation  in  the Department and develops and oversees the implementation of modern, professional and technical standards.


Human Resource:

     Monitors  and  evaluates  the  performance  of  Direct  Reports,  prepares  Performance Appraisals  and  recommends  and/or  initiates  corrective  action  where  necessarto improve performance and/or attain established personal and/or organizational goals;

     Participates in the recruitment of staff for the Unit and recommends transfers, promotion, termination and leave in accordance with established Human Resource policies and


     Collaborates with the Division in developing and implementing a Succession Planning programme for the Unit to facilitate continuity and the availability of required skills and competencies to meet the needs of the Unit;

     Provides  leadership  and  guidance  to  Direct  Reports  through  effective  planning, delegation, communication, training, mentoring and coaching;

     Guides the welfare and developmental needs of staff in the Unit are clearly identified and addressed;

         Establishes  and  maintains  an  environment  that  fosters  a  culture  of  team  work,

employees’ empowerment and commitment to the Unit and the organizations goals.



Required Knowledge, Skills and Competencies



         Excellent oral and written communication skills

         Excellent interpersonal skills

         Sound integrity/ethics exercised in the performance of duties



     Good  knowledge  of  the  operations  of  Government  and  Ministerial  portfolios  of responsibilities

     Sound  knowledge  of  Records  Management  in  Government,  conducting  records inventory and building records retention schedule

     Sound knowledge and experience in the management of electronic and record keeping systems

         Good analytical and decision making and problem solving skills

         Good leadership and research skills

         Excellent planning and organizing skills



Minimum Required Qualification and Experience


     Bachelor’s Degree in Library or Archival Studies plus training in computer information systems with at least five (5) years’ experience in the field;


     Any other combination of training and experience that would yield the necessary skills needed at this level.



Applications   accompanied   by   résumés   should   be   submitted    no   later   than   Friday, 26th April, 2019 to:


Senior Director

Human Resource Management and Administration

Department of Correctional Services

5-7 King Street






Please note that only shortlisted applicants will be contacted.

  • Employer Department of Correctional Services
  • Salary Grade GMG/SEG 2
  • Starting Salary (Gross/yr) $1,927,064.61 JMD
  • Max Salary (Gross/yr) $2,290,673.37 JMD
  • See Payslip & calculations below
  • AddressKingston
  • Views 40
  • Skillset Computer & IT
  • Created Apr 12, 2019
  • Deadline Apr 26, 2019
  • Primary Industry Government
  • Secondary Industry Executive Government Offices
  • Ref Code: 7165A31331C4405EB5F253E4D2DB50F8
  • Duration: FULL_TIME


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