Administrator (GMG/AM 4)

Job Purpose

Under the direction of the Director, Social Security, the Administrator provides high-level administrative support to the Division’s Executive Management function. This involves managing day-to-day administrative activities, co-ordinating schedules, facilitating communication with internal and external stakeholders, maintaining records, making recommendations to enhance the administrative workflow, and ensuring that the office operates efficiently to support the Division’s strategic objectives. 

Key Responsibilities

Technical/Professional: 

Scheduling and Co-ordination 

• Manages schedules and calendars for the Director, Social Security and functionaries of the Executive Management Team, if required, ensuring efficient time management and preparation for meetings and engagements; 
• Co-ordinates logistics for meetings, conferences, and official travel, including venue booking, agenda preparation, and the provision of meeting materials.

Communication and Correspondence: 

• Drafts, reviews and dispatches official correspondence on behalf of the Director, Social Security ensuring clarity, accuracy and professionalism; 
• Handles incoming and outgoing communications, including emails, phone calls and letters, ensuring timely responses and follow-up actions. 

Records and Information Management: 

• Develops and maintains filing systems for both physical and electronic documents, ensuring secure storage and efficient retrieval; 
• Updates and maintains databases, contact lists and other administrative tools to support the smooth functioning of the office; 
• Maintains current knowledge of and ensures alignment between administrative practices and Government of Jamaica’s administrative and RIM Policy framework. 

Administrative Support: 

• Assists in drafting Operational and Strategic Plans, reports, briefs and presentations;
• Provides administrative support during the budgeting process, including drafting budgets and tracking expenditures; 
• Assists by providing advice regarding administrative processes, where needed;
• Assists with co-ordination of work across Division’s administrative team, where needed. 

Project and Task Management: 

• Monitors tasks assigned to staff within the Division and follows up on deadlines, ensuring that senior officers are informed of progress; 
• Participates in special projects, providing necessary logistical and administrative support;
• Identifies and shares cost-effective potential solutions for improvements in administrative workflow, including through the adoption of software solutions. 

Stakeholder Liaison: 

• Serves as a Liaison between the Director, Social Security, senior officers, and internal/external stakeholders, ensuring smooth communication and professional representation of the Division; 
• Performs any other related duties that may be assigned by the Ministry of Labour and Social Security from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Strong organizational and time management skills 
• High level of professionalism, integrity and confidentiality 
• Ability to work collaboratively in a team-oriented environment 
• Strong planning and organizing skills 
• Strong problem-solving and decision-making skills 
• Customer and quality-focused 

Technical: 

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) 
• Knowledge of modern administrative management systems and tools
• Ability to analyze administrative issues and recommend effective solutions
• Records management and database administration 

Minimum Required Qualification and Experience

• First Degree in Business Administration or a related field; 
• Two (2) years’ experience in an administrative role. 

Special Condition Associated with Job

• May be required to work beyond regular office hours to meet deadlines;
• Fast-paced work environment with the need for flexibility and responsiveness;
• May be required to travel to remote/volatile areas or long distances alone to conduct work assignments, including in a post-disaster environment.

Please note that only shortlisted applicants will be contacted.