WebsiteManagement Institute for National Development (MIND)
Building Capability for Public Service Excellence
The Management Institute for National Development (MIND) is seeking suitably qualified candidates for the following position:
Registry and Records Management Officer
This position is responsible for providing efficient and effective registry services in all areas as well as the effective management, administration and maintenance of Registry, Corporate and Agency evidential and historical records.
Key Responsibilities
Assist with the leadership, direction, management, monitoring and maintenance of the Registry and Records Management strategic direction
Ensure full integration of Agency and Registry policies and procedures into all areas of operation and communicate to all relevant stakeholders
Provide central, high level support in the delivery of Registry services and ensure that an excellent level of service is maintained with the day-to-day running of the Registry
Manage, maintain, initiate and develop systems, procedures and strategies to ensure data quality:
– undertake data quality checks on a regular basis;
– identify and initiate strategic improvements required to ensure accurate data
Assist with the preparation of statistical reports and provide information to stakeholders in requested formats
Establish and sustain an efficient, effective, responsive and reliable Records Management System for the Agency, guided by established policies and procedures to include:
– Setting up, maintaining, reviewing and documenting records systems
– Providing authoritative information and guidance on Records Management Policies and procedures to all relevant stakeholders
– Preparing reports on admission procedures and applicant numbers when required
– Assisting with digitization of data for archiving and ensuring that data is accurately maintained in automated student management system and/or other associated systems
– Analyzing and preparing statistical and other Reports in established or requested formats, for internal and external use
– Recommending and implementing new records management policies and classification systems
– Ensuring compliance with relevant Agency policies, procedures, related legislation and regulations
– Standardizing information sources throughout the Agency and/or with other relevant organisations
– Providing a policy framework to guide staff in the management of their records and use of the Agency’s records system
– Advising staff in other Departments/Units on the management of their records and information
– Facilitating the development of filing systems and maintaining these to meet administrative, legal, and financial requirements
– Storing, arranging, indexing and classifying records
– Devising and ensuring the implementation of retention and disposal schedules
– Overseeing the management of electronic and/or paper-based information
– Managing the changeover from paper to electronic records management systems
– Resolving problems with information management by effective use of software and other information management resources
– Identifying, recommending and/or utilizing the most appropriate records management resources
– Preserving corporate memory and heritage – Enabling appropriate access to information
– Responding to internal and/or external information enquiries
– Advising on highly complex legal and regulatory issues, often involving difficult judgments in controversial areas such as the Freedom of Information Act, and other national or regional legislation
Assist with the planning, implementation and coordination of the successful presentation of Awards Ceremonies (Graduations etc.)
Assist with the processing and administration of Degree Awards, Certificates, Transcripts, Graduate lists and relevant Reports
Assist with the preparation and production of pertinent publications such as Procedure Manuals, Customer Charter and Handbooks, Reports and other relevant documentation
Serve on various committees, represent the Institute at meetings with internal and external bodies (e.g. UCJ) as required and/or directed , to provide relevant information, professional expertise, as well as represent the interests of the RRM Unit and Agency
To assist with face-to-face enquiries from Participants
Assist with the development, update and maintenance of requisite web pages, and other e-channels of communication with current and accurate information
Inform stakeholders of services provided by the Registry and Records Management Unit; policies and procedures and other pertinent information, through dynamic and effective communication channels (e.g. Bulletin, RRM Blog, flyers, Handbook, Notes of Guidance on procedures and Protocols etc.) to ensure a well-informed community of relevant stakeholders
Assist with the preparation of content and format of all published information pertaining to the RRM function (e.g. Correspondences, Notices, Class schedules, Certificates etc.), to ensure a uniform style, standard and accuracy
Contribute to the development and enhancement of new and existing technology and other efficiencies to effectively perform the various functions within the Registry
Develop and deliver a positive customer service and/or client relationship oriented service in the response to the needs of the stakeholders
Communicate with and support effectively the portfolio of leadership, direction and professional responsibility of the Senior Manager Registry and Records Management
The successful candidate should possess the following competencies:
Good understanding of business processes and the use of technology pertinent to Registry and Records Management
Sound Knowledge and Appreciation of Customer and Personal Service
Good Knowledge of Records Management
Excellent Organizational/Administrative/Project Management Skills
Good Problem Solving and Analytical Skills
Excellent Presentation and Interpersonal Skills
The ability to work under pressure and to tight deadlines
Minimum Required Qualification and Experience
Associate of Science Degree in Business Management, Education Administration, Management Information System, or a related area
A minimum of three (3) years’ experience in a registry, records management or similar functional area
Previous administrative experience
Proven record of successful experience in a people-oriented environment
Connect with
Continue with Email .
By signing up you indicate that you agree to our TermsandPrivacy Policy
