Director, Documentation/Information & Access Services

Under the leadership of the Principal Director, Corporate Services, the Director is responsible for managing the operations of the Documentation, Information and Access Services (DIAS) Branch.

Salary Range: $5,198,035 – 6,990,779 per annum

JOB PURPOSE

Under the leadership of the Principal Director, Corporate Services, the Director is responsible for managing the operations of the Documentation, Information and Access Services (DIAS) Branch. Work requires planning, organizing, development and administration of systems and procedures, for the Ministry’s Records and Information Management Programme, the administration of the Access to Information Act, the administration of the GoJ 2018 RIM Policy and GoJ Records Management programme within the Ministry as well as providing technical advice on the functions of the Libraries and Registries.

KEY OUTPUTS

• Relevant policies developed.
• Records Management programmed established.
• Records Committee established and functioning.
• Legal requirements for retention and dissemination are met.
• Information needs of the ministry satisfied.
• Ministry’s vital records programme in place.
• Computer and information systems approved.
• Agencies and ministry staff monitored regarding Records Management procedures.

KEY RESPONSIBILITIES:

• Participates in the development of the vision, mission and mandates of the Ministry, creation of strategic plan, corporate and operational plans, performance plans and business plans.
• Participates in the establishment and maintenance of the Access to Information Unit to implement the policies, procedures and code of practice for access to the organizations official records.
• Develops strategies for managing increasingly complex and often conflicting interests regarding a very wide variety of access to information requests.
• Acts as the key contact for strategic advice regarding compliance with the Access to Information Act, the retention, storage and destruction of records.
• Ensures appropriate response to requirements to disclose records as a result of litigations with specific reference to information management.
• Initiates reviews of the Ministry’s relevant legislation, with regulation, policies, procedures, programmes and information systems to ensure compliance with the ATI Act and legislations.
• Compiles an Access to Information Manual containing dissemination of functions, duties, services of the Ministry and procedures for obtaining documents in sufficient detail to facilitate requests for access to records/information.
• Develops, through networking with other Documentation and Information Offices, cross-reference systems for non-exempt documents for facilitating the referral process under the Access to Information Act.
• Provides advisory and consultative services in the development and introduction of automated systems to determine and address records and information management needs of the Ministry.
• Establishes and maintains links with local and international networks in the fields of records and information management.
• Arranges for and facilitates the publication of comprehensive information about the Ministry/Agencies activities and operations through Web Site or other Media which should minimize the necessity for formal direct requests to be processed.
• Plans and designs an effective vital records protection and disaster recovery programme for the Ministry.
• Recommends and monitors the implementation of appropriate security and control systems procedures to protect the Ministry’s documentation resources from loss by theft and destruction.
• Develops, establishes, and administers a centralised Corporate Records and Information Management Programme.
• Produces and submits reports on progress, problems etc. and make recommendations for improvements.
• Liaises with the Access to Information Unit of the Ministry of Education, Skills, Youth and Information (MoESYI) on problems arising from the implementation of the Act.
• Establishes a process for retrieving, documenting, tracking investigation and taking action and all complaints concerning the Ministry policies and procedures in relation to Access to Information.
• Facilitates the conduct of internal reviews of decisions made by the Ministry’s Records and Information Management (RIM) Committee where an internal review is sought by an Access to Information (ATI) applicant.
• Documents all issues identified by the Ministry’s RIM Committee for referral to the Attorney General/Access to Information Unit for advice.
• Prepares and presents Ministry’s case to ATI Appeals Tribunal in maters before it involving appeals against Ministry’s decision for access.
• Ensures adherence to legal requirements which affect the information of the organization.
• Analyses and appraises the status of record keeping and documentation in the Ministry and develops and oversees the implementation of modern, professional and technical standards.  To this end, the Director of DIAS must:

• Provide advice and training to the supervisors in the Documentation Unit and Library.
• Direct and monitor the implementation of appropriate systems and procedures to enhance the delivery of documented information within the Ministry.
• Make and support recommendations for the acquisition and installation of appropriate equipment and materials.

• Ensures the development and publication of a list of Non-Exempt Documents in accordance with the Access to Information Act.
• Communicates with other Ministries and Agencies to determine documentation generated within their respective portfolio to facilitate the referral process under the ATI Act as necessary.
• Ensures the involvement and collaboration of Divisional Directors in developing appropriate schedules of non-exempt documents.
• Liaises with the Ministry’s Legal Officer to obtain in-house expert advice on documents which are not clearly non-exempt.
• Completes the Annual Report for the Permanent Secretary in a timely fashion.
• Ensures that all members of staff have a working understanding of at least the basic elements of the Access to Information Act.
• Ensure adherence to legal requirements that affect retention dissemination and access of information maintained by the organization.
• Ensures that a disaster preparedness and recovery plan is developed and maintained.

Human Resource Responsibilities:

• Manages the welfare and development of direct reports through the preparation of performance appraisals and recommendation of required training and development.
• Provides leadership to staff through effective objective setting, delegation, and communication.
• Provides guidance to staff through coaching, mentoring and training; providing assistance and support as needed.
• Ensures that staff is aware of and adhere to the policies procedures and regulations of the Unit and the Ministry.

Other Responsibilities:

• Performs other related functions assigned from time to time by the Principal Director.

 PERFORMANCE CRITERIA

• Effective Records Management programme in place
• Access to Information requests are handled within the agreed timeframe.
• Both internal and external customers seeking information are adequately satisfied
• Reports and documentation of processes are produced in time required.
• Staff in unit is properly trained and performing.

  MINIMUM EDUCATION AND EXPERIENCE

• Graduation from a recognized University with a Degree in Library and Information Management Services or Archival Studies and at least a postgraduate diploma in Management Studies or Records Management.
• A minimum of seven (7) years working experience as a Librarian or related professional field.  Three (3) years of which should be in a managerial position.
• Training in computer information systems and at least three (3) years’ experience working with computers.

OR

• Incumbent possesses a first degree and a post graduate diploma in Library or archival studies and eight (8) years’ experience in the field and training experience in the use of computer information system, or other combination of skills for performance of the duties of the position.

KEY COMPETENCIES

 Technical competencies

• Compliance
• Written Communication
• Oral Communication
• Technical Skills
• Strong organizational and planning skills
• Managing external relationships

Core competencies

• Teamwork and Co-orperation
• Problem solving and decision making
• Initiative
• People Management
• Social Skill

LIAISON/PRINCIPAL CONTACTS                                                        

DIMENSIONS, AUTHORITIES AND DECISION MAKING  

• Identifies most cost-effective source of supply for material.
• Most appropriate and relevant format and content of information disseminated to the public.
• Recommends suitable software packages and equipment which will facilitate efficient filing and archival procedures.
• Recommends criteria for the selection of staff and takes decisions on the kind of training programmes which will ensure the effectiveness and efficient use of resources.

 SPECIAL WORKING CONDITIONS ASSOCIATED WITH THIS JOB

• Exposure to highly confidential and sensitive information
• Exposure to dust and pests
• Requires considerable travelling. Motor vehicle required
• Required to work outside of normal working hours when necessary