Administration Manager (GMG/SEG 1)

Job Purpose

Reporting to the Senior Director, Forensic Pathology, the incumbent is responsible for supervising, coordinating, planning and controlling administrative strategies being applied to the Forensic Pathology Branch. The Administration Manager is also responsible to develop and implement appropriate mechanisms for ensuring an ergonomically sound and safe work environment, effective equipment, adequate furniture and materials. 

Key Responsibilities

Management/Administrative: 

• Reviews and revises the Office’s internal policies and procedures to ensure they are in accordance with office administration procedures; 
• Ensures that the Leave of Absence Cards are properly maintained; 
• Assists in ensuring the Unit’s Plan is implemented and agreed targets are achieved.
• Ensures preparation of reports within the established timelines; 
• Assists with the development of Budget, Operational and Work Plans;
• Represents the Branch/Section at meetings, conferences and other functions;
• Ensures that the Attendance Register for both Administration and Operations staff are properly maintained; 
• Investigate complaint received from Customer Service Officer; 
• Communicates the Branch’s policies, objectives and procedures. 

Human Resources: 

• Monitors and evaluates the performance of direct reports, prepares Performance Appraisals and recommends and/or initiates corrective action where necessary to improve performance and/or attaining established personal and/or organizational goals; 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching; 
• Ensures the welfare and developmental needs of staff in the Branch are clearly identified and addressed, and co-ordinate welfare activities; 
• Establishes and maintains a system that fosters a culture of teamwork, Employee empowerment and commitment to the Branch and Organization’s goals; 
• Establishes and maintains a proper system of checks and balances with respect to the work of assigned staff; 
• Conducts training needs assessments and makes recommendations for required training and development programmes for assigned staff; 
• Performs any other related duties that may be assigned by the Senior Director, Forensic Pathology. 

Technical/Professional: 

• Participates in the information of the Branch’s Strategic Plan and Budget;
• Plans, directs and manages the activities within the Offices; 
• Provides technical advice to the Senior Director, Forensic Pathology and other stakeholders on office procedures matters;
• Assists in developing a Disaster Recovery Plan for equipment and furniture for the Offices;
• Ensures the proper functioning of office systems and equipment; 
• Ensures scheduled servicing and repairs of assets; 
• Ensures proper management of the office facilities, security and property;
• Monitors general expenditure and disbursement of funds for goods and services purchased for budget control purposes; 
• Conducts Routine Inventory Audits; 
• Administers Leave Records in accordance with the Institute’s leave policies and procedures; 
• Maintains the Attendance Register and verify Attendance and Punctuality Reports;
• Ensures that officers are aware of and adhere to the policies, procedures and regulations of the Offices and the Staff Orders; 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills; 
• Good planning and organizing skills; 
• Strong customer and quality focus skills; 
• Goal/results oriented; 
• Good interpersonal skills; 
• Good problem-solving and decision-making skills; 
• Teamwork and co-operative; 
• Ability to use own initiative; 
• Strategic Vision; 
• Integrity; 
• Analytical thinking; 
• Excellent leadership skills; 
• Change Management; 
• Good use of Technology; 
• Social Skills. 

Technical 

• Working knowledge of GOJ Procurement Guidelines; 
• Working knowledge of relevant computer systems and applications; 
• Sound knowledge of Office Administration; 
• Ability to be resourceful and creative in approach to resolving issues; 
• Ability to multitask, prioritize and work under pressure. 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Public Administration or equivalent from a recognized tertiary institution with three (3) years of experience in a similar position; 
• Training in Supervisory Management; 

Special Conditions Associated with the Job

• Normal Office Settings; 
• May be required to work outside the normal working hours due to the exigencies of the service.

Please note that only shortlisted applicants will be contacted.