Job vacancy Senior Administrative Assistant - Teachers Services Division

Kingston

OrganisationJamaica Teaching CouncilReferenceVAC-47434Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits Date Posted20/11/2023Expiry Date01/12/2023Oversees teachers' qualifications assessment, liaises with educational bodies, manages meetings, supervises records officer, and leads HR functions while ensuring policy adherence and resource provision for staff.

 

Job Purpose:

The incumbent is responsible for providing administrative and secretarial support to the Teachers Services Division and Appeals Tribunal Secretariat, including the review of teachers’ academic awards and transcripts; ascertaining the accreditation status of awards, institutions, and programmes; and serving as the recording secretary at meetings of the Advisory Body. 

 

Key Outputs:

• Academic awards/transcripts reviewed/assessed 
• Accreditation status of awards/institutions/programmes ascertained 
• Proceedings of meetings recorded/prepared 
• Information for Advisory Body researched 

 

Key Responsibility Areas:

Technical/Professional Responsibilities 

• Reviews teachers’ academic awards/transcripts and prepares worksheets for the Qualifications Committee’s assessment of qualification 
• Ascertains the accreditation status of each award and prepares letter to the relevant institution for additional information, as required 
• Liaises with the University Council of Jamaica, Embassies, High Commissions and other agencies to ascertain accreditation of educational institutions and programmes 
• Performs the function of recording secretary at meetings of the Advisory Body 
• Emails decisions of the Evaluation of Qualifications Committee to the Head, Schools’ Personnel in the Regional Offices for implementation 
• Refers files with decisions to the relevant officers in the regional office to be addressed
• Researches and provides information for the Advisory Body as requested 
• Liaises with the Regional Office and teachers concerning issues relating to the Evaluation of Qualifications 
• Performs any other duties assigned. 

Management/Administrative Responsibilities 

• Supervises and coordinates the day-to-day activities of Records Officer in areas of responsibility 

HR Responsibilities 

• Provides leadership to staff through effective objective/goal setting, delegation, and communication 
• Monitors the routine operations of the Section and oversees and/or participates in the review and evaluation of the work of staff members; 
• Identifies and manages the developmental and welfare needs of staff in the Division 
• Implements and maintains the established HR management systems; 
• Conducts performance appraisal of staff for required purpose; 
• Collaborates with the Corporate Services Division in developing and implementing a succession planning programme to ensure continuity of skills and competencies in the Section and personal development and career advancement of employees; 
• Fosters teamwork, a harmonious working environment and promotes collaborative working across Divisions/Units; 
• Ensures that training and other development needs of employees are adequately identified and addressed; 
• Develops and manages the performance of the Division and its staff, including transferring skills, motivating staff through coaching and mentoring, arranging for training, setting performance targets, monitoring performance, providing feedback to staff, and initiating corrective action where necessary to improve performance; 
• Promotes the building of institutional knowledge for the section by ensuring that established systems and procedures are documented and disseminated; 
• Participates in the recruitment and selection of staff and recommends movement when appropriate; 
• Recommends vacation leave and approves sick and departmental leave for staff in the Division and participates in the administration of staff benefits in keeping with established human resource policies; 
• Recommends/ administers disciplinary action in keeping with established human resource policies; 
• Conducts monthly and other ad hoc staff meetings. 
• Ensures staff adheres to the policies and procedures of the Ministry and the Division. 
• Ensures that staff is provided with adequate and appropriate physical resources to enable them to undertake their duties efficiently and effectively. 

 

Performance Standards:

• Records of meetings are complete, accurate and prepared in a timely manner Research of information for Advisory Body is thorough and conducted in a timely manner Reviews of teachers’ academic awards/transcripts and preparation of worksheets are 
• thorough and timely with due regard for accuracy, completeness, and verification of information/documentation 
• Information/documentation regarding accreditation status of awards and of educational institutions and programmes are ascertained 
• Performance objectives for staff supervised are established, performance monitored, and appraisal conducted in a timely manner

 

Required Competencies:

Core 

• Excellent interpersonal and customer service skills 
• Excellent time management and organizing skills 
• Ability to communicate effectively in both oral and written formats 
• Ability to demonstrate a high level of initiative, professionalism and confidentiality
• Ability to plan work to meet timelines 

Technical 

• Knowledge of the Staff Orders, Public Service Regulations and the Ministry’s policies and procedures. 
• Knowledge of the terms and conditions that governs contract staff 
• Proficiency in relevant Microsoft Office Applications 

 

Minimum Required Education and Experience

• Bachelor’s Degree in Public Administration/Human Resource Development/Management or Information Technology 
• Minimum of five (5) years’ experience in a related field 

OR

• Associate degree in Public Administration/Personnel Management
• Training in Supervisory Management 
• Eight (8) years on the job training 

 

Authority:

• To recommend leave of absence for staff supervised
• To supervise the activities of staff 

 

Specific Conditions associated with the job:

• N/A

21 Feb, 2024 (77 days left)