Senior Administrator (GMG/SEG 1) – Regional Office

Qualifications and Experience:

• Bachelor’s Degree in Business/Public Administration or related discipline from a recognized institution 
• A minimum of five (5) years’ experience in supervisory and administrative support services
• Must be computer literate 

OR 

• Any equivalent combination of qualifications and experience 

Specific Knowledge, Skills & Competencies:

Technical 

• Thorough knowledge of Office Administration 
• Knowledge of Inventory and Supplies Management 
• Knowledge of the Performance Management Appraisal System (PMAS) and MyHR+
• Knowledge of Events Planning 
• Meeting Management and Appointment Scheduling 
• Working knowledge of Microsoft Word, Excel and PowerPoint 
• Competency in Shorthand Writing 

Core 

• Excellent oral and written communication skills 
• Good analytical and critical thinking skills; 
• Excellent time management, planning and organizing skills. 
• Good skills in teamwork and cooperation; 
• Attention to detail and accuracy; 
• Ability to demonstrate a high level of initiative, professionalism and confidentiality;
• Managing External relationships 

Key Responsibilities will include:

Technical/Professional 

• Performing duties as the Assistant to the Regional Director by: 
  • Liaising with all Parish Managers, Directors and other officers reporting directly to the Regional Director on matters pertaining to reports and critical projects and implementations;
  • Coordinating the submission and review of individual work plans and appraisal review sessions for the Regional Director’s direct reports; 
  • Coordinating the external complaints system for the Region on a quarterly basis for submission to the Ministry of Health and following up with issues to be resolved 
  • Leading and organizing conferences and Ministry engagements for the Region as required by the Regional Director 
  • Ensuring that Board and Committee members are equipped with appropriate identification cards 
  • Coordinating payments due to members of the SRHA Board 
  • Providing secretarial support services to the Regional Director and Board of the Regional Health Authority to ensure that: 
    • appointment schedule is maintained for the Regional Director 
    • Board and Committee meetings are convened as per schedule
    • matters for discussion at the meetings are included on the Agenda 
    • comprehensive Minutes of Board and Committee meetings are recorded and circulated 
    • matters requiring action are appropriately communicated 
• Assisting with the writing of reports for the Regional Director by: 
  • Coordinating and organizing the preparation of the annual budget for the Region;
  • Assisting with the preparation of narratives for the Annual Budget 
  • Assisting with coordination and development of the Regional Director's work plan;
  • Assisting with the tabulation and submission of information for the Regional Director’s quarterly reports and annual reports for accuracy in the areas of administrative, technical and budgetary performances and indicators. 
  • Creating forms and templates as required to address various needs 
• Coordinating the Volunteer services for international volunteers for the Region by:
  • Liaising with the various medical, paramedical and nursing councils and the Ministry of Health to ensure that volunteers receive the required licenses/permits to practice their profession in the Region 
  • Consulting with the Medical Officers of Health from each parish on the placement of the volunteers 
  • Arranging transportation and itinerary for volunteers where necessary 
  • Assisting with the clearance of medical supplies and equipment donated to the Region
  • Providing technical assistance to volunteers in preparation for visits to the Region’s facilities. 
• Serving as a liaison between the Ministry of Health and Wellness’ National Healthcare Enhancement Foundation and the Authority as it relates to the coordination and execution of resource mobilization activities by: 
  • Liaising with Hospitals, Health Committees, and foundations such as the Ministry of Health and Wellness Health for Life Foundation; 
  • Arranging official visits for delegations arriving on the island and for local delegations travelling overseas; 
  • Ensuring all protocol matters are adhered to regarding official visits and implementing same in arrangements. 
  • Coordinating events and finalizing itineraries for official delegation visits ensuring that all relevant logistics are in place. 
• Building and maintaining communication with all relevant stakeholders by: 
  • Ensuring timely, appropriate, and quality communication to all partners contributing to SRHA.
  • Ensuring partners are recognized appropriately to show SRHA’s appreciation for donations made. 
  • Assisting the Corporate Communications and Public Relations Officer with the planning and execution of functions for accepting donations from partners. 
  • Monitoring and evaluating partners’ communications on a regular basis. 
  • Updating the Regional Director, Parish Managers and Chief Executive Officers on partner communication. 
  • Developing strategies for communicating effectively with different kinds of partners.
  • Growing one-time donors into repeat and long-term partners by constantly finding ways to increase their engagement keeping them abreast of SRHA’s achievements and challenges.

Human Resources Responsibilities 

• Managing the welfare and development of direct reports through the preparation of performance appraisals and recommendation for required training and development programmes
• Providing leadership to direct reports through effective objective setting, delegation and communication 
• Ensuring that staff is aware of and adheres to organizational policies, procedures and regulations 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED