Administrator (GMG/AM 4)

JOB PURPOSE

Under the direction supervision of the Director, Human Resource Planning & Development, the Administrator provides operational and administrative support to the HRP&D Section. The role ensures effective coordination of training, staff development, HR records management, and reporting activities across the Ministry of Health & Wellness and its regional health authorities. The incumbent contributes to workforce capability by maintaining accurate HR data, facilitating training programmes, and supporting HR policy implementation.

KEY OUTPUT

• Training schedules, calendars, and databases updated and maintained
• Training, scholarship, and study leave applications processed
• Study leave documentation reviewed and processed
• Doctors of Medicine 
• Sponsorship application processed
• Bonding Letters prepared
• Tuition refund requests and salary particulars prepared
• Leave of Absence Cards updated and staff leave balances maintained
• Cash flow statements and updated training budgets prepared and submitted
• Vendor and supplier payment documentation prepared and submitted
• Summer work and retirement programmes coordinated
• Training monitoring and evaluations reports prepared
• HR records maintained 
• Monthly and ad hoc HRP&D reports prepared and submitted
• Meetings, workshops, seminars and training activities coordinated and documented
• Individual work plan prepared and implementedAdvice and guidance provided to managers and staff;

Key Responsibility Areas

• Provides comprehensive administrative support to the Human Resource Planning and Development (HRP&D) Unit to ensure the effective execution of its operational mandate.
• Coordinates and schedules meetings, workshops, seminars, conferences, and other HRP&D-related activities,
• Prepares of agendas, correspondence, and other logistical arrangements.
• Develops and maintains individual work plans aligned with the operational objectives of the Unit and contributes to overall work planning activities.
• Prepares routine and ad hoc correspondence, memoranda, and official documentation in accordance with Government and Ministry standards

Technical/Professional Responsibilities

• Coordinates the administration of training, staff development, and capacity-building programmes across the Ministry and Regional Health Authorities.
• Maintains and updates training calendars, schedules, and databases to ensure accurate tracking of staff training and development activities.
• Liaises with internal and external stakeholders, including Head Office units, Regional Health Authorities, training institutions, universities, and MIND, to process training and scholarship applications.
• Prepares and dispatches training-related documentation, including transcripts, scholarship applications, and supporting records, within established timelines.
• Assists with the evaluation of training sessions and programmes and compiles reports to support continuous improvement and decision-making.
• Supports the implementation and monitoring of scholarship and bonding programmes in accordance with policy guidelines.
• Liaises with internal and external stakeholders (Head Office, regions, MIND, universities, etc) to process training applications.
• Processes study leave applications, salary particulars, bonding letters, tuition refund requests, and other related HR documentation in compliance with Staff Orders and Public Service Regulations.
• Organizes and coordinates HR-related staff development initiatives, including induction and development support activities.
• Coordinates the placement and administration of students under summer work programmes in collaboration with relevant stakeholders.
• Assists with the coordination of retirement-related programmes and activities, ensuring timely communication and documentation.
• Prepares cash flow statements for training and development activities for verification by the Director, HRP&D.
• Updates and monitors training budgets to support effective financial planning and control.

Minimum Required Education and Experience

• Bachelors Degree in Human Resource, Business Administration, Public, Administration/Public Sector Management or similar fields of study.
• A minimum of Two to three (2-3) years related experience  

The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only short-listed candidates will be contacted.