Job: DIVISIONAL COURT RECORDS SUPERVISOR

Specialized administrative work in the field of Records Management. This officer isresponsible for the implementation and maintenance of the records management programme.Work involves the supervision of court vault attendants and other vault staff. This officerworks with a high degree of independence and is responsible for planning his/her workschedule. However, when he/she is faced with complex situations that involves theinterpretation of policy, assistance can be sought from senior records staff. Work is subjectto review through discussions reports and feedback from users of the system.

• Supervises a small group of subordinates engaged in updating, filing, retrieving and distribution of court records and files.
• Maintains files and indexes of all case dockets.
• Maintains file movement and tracking system by making timely entries on the Case Management Information System and on cards.
• Reviews the current records system throughout the Court, such as systems,
  procedures, staffing, accommodations, equipment and standards of performance,
  and makes recommendations for improvements in those areas.
• Seeks the approval of senior staff with respect to the removal of any documents to
  the Judiciary’s Secondary Records Centre.
• Coaches and assists subordinate staff.
• Prepares draft written responses to request and queries.
• Attends strategy planning and status review meetings with the records management Unit and with any other internal customers who depend on the records.
• Ensures that all decisions regarding improvements are properly implemented and
  directs, guides or supervises subordinates in the implementation and revision of
  new or related systems, methods and procedures.
• Implements and ensures the maintenance of systems and procedures for proper
  storage, maintenance and disposal of all official documents/records.
• Prepares reports on record management programmes and any other related report for the Department of Court Administration
• Performs related work as may be required

• Extensive and sound knowledge of modern court records management methods, systems and procedures.
• Knowledge of modern methods and techniques of office management.

• Ability to communicate effectively with superiors and subordinates and to prepare written reports on matters relating to court records management.
• Ability to motivate staff to work cooperatively and conscientiously.
• Ability to establish and maintain effective working relationships with associates.
• Ability to express ideas clearly and concisely, both orally and in writing.

A minimum of ten years’ experience in court records management, five of which must have been in a supervisory position. Three GCE or CXC subjects or equivalent or any equivalent combination of training and experience.