FOI Unit: Information Governance Assistant

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Ministry of Information and Communications

JOB VACANCY ANNOUNCEMENT

Post Title: INFORMATION GOVERNANCE ASSISTANT

Position Description: Provide administrative support to the FOI unit, in terms of assisting in organizing press conferences, media statements, handle FOI Requests, and prepare training activities and materials to support the FOI Agency Awareness programs and implementation of the Freedom of Information Policy.

Duties

The Ministry of Information and Communications is seeking a highly motivated, proactive, suitably qualified and experienced individual to fill the position of “Information Governance Assistant”.

The successful candidate will work in the FOI Unit of the Information Department (MIC), to coordinate and prepare responses to Freedom of Information requests, provide administrative support by assisting in transcribing, dissemination information and liaising with FOI Officers.

Eligibility:

Minimum qualification is a Diploma in Information Systems, Journalism or relevant fields. Must have 5 years work experience in media, public relations, management or have experience of working in a recognised media institution.

Ideally from a public sector background with knowledge of dealing with requests for Information from the Government and relevant policies including the Freedom of Information Policy or alternatively from the private sector with some experience on information disclosure, media operations or data protection act.

Experience with Information Management, Public Relations and Journalism will be highly considered.

Salary scale:

Salary scale is fixed at $12,981.28 p.a.

Notes

Applications are open to both members of the Public Service and external applicants. Please apply through your HODs if within Government. This job opportunity is a contract basis subject to review upon successful tenure.

Detailed job description can be found on our website www.mic.gov.to under ‘Noticeboard’ or the FOI Unit website www.foi.gov.to under ‘Public Notices’. Alternatively a hard copy can be obtained from the MIC office by contacting +676 28170 or email This e-mail address is being protected from spambots. You need JavaScript enabled to view it to request a ‘Job Package’. Further information about the FOI Policy and FOI Unit can be found at www.foi.gov.to

The Applicant can start as soon as possible. Only short-listed candidates will be contacted for interviews.

HOW TO APPLY

Please note that all applications must be accompanied by relevant transcripts and documents and forwarded to the Secretary for Information & Communications no later than 4:30 pm Fr 4:30 pm Friday, 10 August, 2012.

All applicants should submit their applications, labelled ‘FOI Unit’ and addressed to:

Secretary for Information and Communications

Ministry of Information and Communications,

P.O. Box 1380,

Nuku'alofa

TONGA

Interested candidates are to email their detailed CV to the Department on This e-mail address is being protected from spambots. You need JavaScript enabled to view it before 10 August 2012 or hand deliver applications to our office at Level 2, O.G. Sanft Building, Taufa’ahau Road, Nuku’alofa.

JOB DESCRIPTION

Position Information Governance Assistance (IGA)

Department Information Department (FOI Unit)

Reporting to Secretary for Information and Communications

Position Overview

Provide administrative support to the FOI unit, in terms of assisting in organizing press conferences, media statements, handle FOI Requests, and prepare training activities and materials to support the FOI Agency Awareness programs and implementation of the Freedom of Information Policy.

Position Responsibilities /Accountabilities

  1. Assist in all matters relating to Information Governance, e.g. provision of policy advice on freedom of information;
  2. Assist in the Information Disclosure Scheme preparations
  3. Communication with Government agencies and any third parties in order to arrange meetings and to process Freedom of Information requests.
  4. Take, transcribe and circulate formal minutes and agendas of the FOI Officers Meeting
  5. Assist the Unit team in administrative tasks as managing FOI Network meeting invites, taking minutes, photocopying and scanning
  6. Manage the diary of the Information Request Log
  7. Prepare responses to FOI requests and liaise with relevant Agencies preparing notice and response
  8. Liaise with Ministry FOI officers for News update follow-up and FOI requests notice
  9. Liaise with media in press conference arrangements and events coverage
  10. Assist with coverage of FOI Agency Awareness programs and press release productions
  11. Maintain electronic and paper filing systems, for example the Freedom of Information Database and Incident Database
  12. Assist in planning awareness sessions and formal training sessions, for all staff on a organization wide basis of the FOI and related topics
  13. Other duties delegated by Head of Department

ATTRIBUTES/QUALITIES

EFFECTIVENESS

/EFFICIENCY

  • Able to work under own initiative and adaptable to team work and flexible working environments
  • An ability to work to tight timescales and varying workloads
  • Attention to detail
  • Capable of understanding wider objectives of the Department

INTERPERSONAL

/COMMUNICATIONS

  • Strong interpersonal, communication, facilitation, presentation skills, analytical and problem solving Is desirable
  • Good communicator to all levels and groups

TEAM-BUILDING

  • Working together with people; participation and contribution important
  • Ability to work independently and work in a small group

IT SKILLS

  • Excellent IT skills and experience with MS Office tools will be advantageous

PERSONAL ATTRIBUTES

  • Highly motivated, loyalty, well organized and hardworking, honesty and integrity and be able to work as a team

Qualification & Experience

Minimum qualification is a Diploma in Information Systems, Journalism or relevant fields.

Formal or certified training in public relations or information management

AND/OR

The Candidate may meet one or many of these relevant working experiences outlined:

Must have a minimum of 5 years work experience in media management, public relations, or administration or have experience or relevant training in the field of public relations, journalism and media relations.

Ideally from a public sector background with knowledge of dealing with requests for Information from the Government and relevant policies including the Freedom of Information Policy or alternatively from the private sector with some experience on information disclosure, media operations or data management.

Have previous experience in information governance in a public sector setting

The post holder will also be expected to have a good understanding of dealing with internal and external customers and excellent administrative and organizational skills.

Experience with Information Management, Public Relations and Journalism will be highly considered.

TRANSCRIPTS/REFERENCES

Each applicant is required to produce a true copy of their transcripts and qualifications, trainings or relevant employment and is required to provide THREE referees to support their applications.

The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for short listing.

Failure to provide evidence of the required qualifications prior to taking up the post will result in the offer of employment being withdrawn.

Salary Scale

Salary is $ 12,981.28  This position is a one-year contract subject to review after tenure.

MORE INFORMATION:

For further enquiries, please contact the Information Department:

Tel: +676 28170   Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it Fax: +676 24861

All information available on the websites www.mic.gov.to or www.foi.gov.to

 

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