JS.CRO.085 Database & Records Officer

Position Title: JS.CRO.085 Database & Records Officer
Grade: NJS 08

The National Judicial Staff Services (NJSS) has initiated a major organisational restructure to strengthen its workforce and enhance the delivery of efficient, effective, and quality support services to the Judiciary and courts throughout Papua New Guinea. We invite suitably qualified, experienced, and motivated Papua New Guineans to apply for the position of Database & Records Officer within the Court Reporting Service division based in Waigani.

Role Overview:
The Database & Records Officer will report to & support the Senior Database & Records Officer by focusing on managing the lifecycle of records within the CRS database and physical storage, ensuring systematic handling from creation to disposal. The officer is also tasked with providing exceptional customer service, addressing inquiries and fulfilling requests from both internal and external clients to uphold satisfaction and compliance with the CRS Charter. The job exists to facilitate the seamless operation of record-keeping processes, ensuring data accuracy, and enhancing client service in the legal documentation field.

Key Responsibilities

• Collect individual tape and record the digital file identification per case and archival location of all recordings of court proceedings throughout PNG in the CRS database.
• File and archive the recordings and master transcript of court proceedings for records and later retrieval.
• Input data entries into the CRS database, records, retrieve analogue and digital recordings for transcription.
• Provide service to clients by selling transcripts and electronic records of digital court proceedings per the CRS Charter and inserting records into the CRS database.
• Escalate queries and questions to the Senior Database and Records officer and upper-level management in the process of closing clients’ requests.
• Implement policies and procedures for the secure and compliant disposal of records, including data deletion or archival processes.
• Identify and suggest improvements to record management and customer service processes.
• Assist in the training of new staff on database systems and customer service protocols.
• Prepare regular reports on record management activities, issues encountered, and customer service metrics for review by senior management.
• Perform other duties as assigned.

Required Qualifications and Experience

• Diploma in Information Technology or equivalent.
• 3 years’ of work experience in database entry role in the government or private sector.
• Thorough knowledge of the  Charter and its application to the preparation and sale of transcripts and DVDs of digitally recorded court proceedings and granting access to lawyers and parties to listen to both analogue and digital recordings of court proceedings.
• Working knowledge of the operation of a digital recording and transcription Court Reporting Service and data entry procedures.
• General knowledge and understanding of legal compliance requirements related to court records and client services.
• Analytical skills to assess database performance and identify improvement areas.
• Leadership and management skills to effectively supervise staff and direct database operations.
• Communication skills to interact with clients, staff, and stakeholders effectively.
• Adaptability and flexibility to manage sudden changes in workload.
• Attention to detail and commitment to quality.
• Interpersonal skills to foster teamwork and collaboration.
• Proactive in identifying and addressing challenges.
• High degree of professionalism and integrity.

Preferred

• Advanced Diploma in Information Technology or related field.
• Experienced in records management, preferably in a court reporting or similar legal environment, with a demonstrated ability to handle sensitive information & ensure compliance.

This role requires accuracy, confidentiality, strong records discipline, and a commitment to responsive client service. You will help safeguard the integrity, security, and accessibility of court reporting records and information in support of the Judiciary’s crucial work.

Please Note: Applications must be submitted in Word format. Kindly reference the job ID JS.CRO.085 and include your staff ID in your application.

Seize this opportunity to contribute to justice delivery in Papua New Guinea by applying today. Let your skills drive excellence at NJSS.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.