Records Officer 2 (Digitization Team Supervisor) (PIDG/RIM 3)

The Digitization Team Supervisor is responsible for overseeing the Digitization Team in the Document Management Section.

Digitization Team Supervisor - PIDG/RIM3

JOB PURPOSE

Reporting to the Assistant Registrar, Document Management, the Digitization Team Supervisor is responsible for overseeing the Digitization Team in the Document Management Section. The officer is responsible for ensuring that all files/documents are accurately digitized and all issues/challenges are escalated through the appropriate channel for resolution.

KEY RESPONSIBILITIES

• Check and verify files scanned and exported to the repository to ensure documents resembles the original paper record/file before return to storage
• Ensure files are disassembled and re-assembled according to established guidelines
• Monitors the performance of team
• Ensure officers are supplied with sufficient files for scanning
• Report all related scanning issues in a timely manner for resolution
• Monitor scanning targets and investigate reasons for missed targets
• Scan all incoming cheques to Omnisuite Platform
• Coordinate the retrieval and return of files to the storage
• Maintains standards, best practices, and system usage procedures
• Collate and submit accurate reports on the performance of team on a weekly basis
• Any other related duty that may be assigned from time to time.

REQUIREMENTS FOR THIS JOB:

• Certificate/Diploma in Records Management from a recognized institution
• 5 CXC/GCE O’ Level subjects at the general proficiency level including English Language and a numeric subject ie. Mathematics/Accounting
• At least one (1) year’s related working experience
• Knowledge of the various guiding Acts and Regulations including the Access to Information Act
• Experience with automated and IT enabled records management, and Information management systems (Omnisuite)

Competencies 

The following competencies are required for the effective performance of this job:

• Customer and Quality Focus: The ability to continuously ensure high standards of quality and service delivery to meet customers’ expectations.
• Analytical Thinking, Decision Making, and Problem Solving: The capacity to analyze problems promptly, choose between alternatives, and effect meaningful solutions.
• Interpersonal skills:  The ability to display sensitivity towards others, interact collaboratively with colleagues, and to build long term internal and external relationships and gain support to achieve desired objectives.
• Oral and Written Communication:   The ability to communicate proficiently orally, in writing, and in one- on- one face- to- face.
• Collaboration and Team Work:  The ability to be a collaborative business leader, and an inspiring professional who shows a genuine intention to participate and work co-operatively with others in pursuit of team goals.
• Integrity:  The ability to consistently demonstrate sound ethical standards, observe the codes of conduct for employees and codes of professional practice, and show consistency between established values and behaviors, in order to build trust and credibility.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Physical Demands – May be required to do some amount of lifting, bending, stooping and walking; and pressured working conditions with numerous critical deadlines.

Work Environment - Normal office conditions, but may be exposed to some amount of dust.