Assistant Human Resource Officer (GMG/AM3) - Trelawny Health Services

The incumbent is also responsible for updating and maintaining the staff complaint database.



KEY OUTPUTS:

• Pension applications processed;
• Leave applications processed;
• Job letters prepared;
• Staff Welfare activities planned and executed;
• Staff grievances/complaints addressed;
• Staff complaints database maintained;
• Investigations conducted and report prepared;
• Board of Enquiry duties executed;
• Reports and work plans prepared and submitted;

KEY DUTIES AND RESPONSIBILITIES:

Benefits and Leave Administration

• Reviews and submits pension applications and particulars to the Regional Office for the processing of pension enrollment;
• Prepares, maintains and submits schedules of all staff that will reach the age of retirement annually;
• Through the Manager, Human Resource Management and Development; advises employees that are due for retirement and ensures that preretirement leave is approved;
• Compiles and submits pension termination forms and pension particulars for retiring officers to the Regional Office for processing; follows up with the Regional Office on the status of pension processing.
• Prepares Pension Particulars for deferred pensioners and forward to the Regional Office for the computation of employee retiring benefits;
• Prepares service records for the processing of pension benefits;
• Accesses and retrieves information from HRMIS to compose job letters and to check officers’ salary information and their employment status.
• Records, processes and dispatches requests received for job letters to the Regional Office.
• Assists with the planning and execution of Regional Annual Retirement functions.
• Compiles and submits the relevant data required for the procurement of uniform material/clothing, personal protective gears and other related benefits
• Maintains accurate records and follows up with the Parish/Regional Procurement Unit on the procurement of uniform material/clothing, personal protective gears and other related benefits;
• Ensures that all leave applications are processed in accordance with established policies and procedures;
• Assist with the coordination of the annual leave audit is completed within the stipulated timeframe;
• In coordination with the Training and Development Unit assist with planning and coordinating leave presentations/workshops;
• Records and provides feedback to staff inquiries by way of telephone or email.
• Monitors and evaluates the performance of direct reports; prepares performance appraisals and recommends or initiates corrective actions where necessary.
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, coaching, training and mentoring.
• Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service and Authority.
• Liaises with the Regional Health Authorities and other government departments and agencies as required.

Employee Relations & Staff Wellbeing:

• Fosters a spirit of camaraderie and inclusiveness among employees and a high level of staff morale; promotes a healthy culture in the organization
• Conducts staff satisfaction surveys; analyzes data from staff satisfaction surveys and drafts recommendations to effect change/improvements where necessary.
• Coordinates the procurement of uniform material and personal protective gear by collating all the relevant data and submits to the relevant department/officer.
• In collaboration with the Staff Welfare Committee plans and executes social and wellness activities such as staff parties, sports competitions such as football, volleyball, netball, domino, track and field and wellness challenges weight loss, water and fitness
• Ensures that staff wellness facilities and/or services such as lunchroom, lounge area, gyms, activity centres and after school care for staff children are developed and properly maintained;
• Designs and creates staff welfare posters/brochures such as death announcements, and milestone achievements with relevant information to share with the staff population or external media houses;
• Seeks sponsorship in cash/kind to fund staff welfare related activities;
• Coordinates the distribution of donations received for staff;
• Maintains established protocols and procedures for sick or deceased staff members or immediate relatives of staff;
• Organizes internal memorial services for staff in cases of death authorized by family members;
• Coordinates with the respective departments/HODs to attends funerals/memorial services of deceased staff or deceased family members of staff;
• Ensures that beneficiaries of deceased staff receive benefits that are entitled to them;
• Contacts relatives of deceased/critically ill staff members to extend condolences and guidance for support services available; as well as to coordinate visits by staff representatives.
• Plans and coordinates Board of inquiry activities by ensuring that all the necessary investigations are conducted, reports prepared and submitted and meetings are properly organized.
• Coordinates and conducts investigations for disciplinary hearings as guided by the Senior Human Resource Officer.
• Coordinates mediation sessions in accordance with established policies and procedures.
• Updates and maintains staff complaint database by:
  • o Recording complaints filed and bringing high-risk complaints to the immediate attention of the Manager;
  • o Investigating/researching complaints made and recording findings of the complaints;.
  • o Submitting findings of investigation/ research to the Manager for guidance and direction;
  • o Providing staff with feedback/updates on complaints made in keeping with established policies and procedures and as directed;
  • o Submitting monthly/quarterly complaints report/ matrix for reporting purposes;
• Performs any other related duties that may be assigned from time to time.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• May be required to work beyond normal working hours from time to time;

QUALIFICATION & EXPERIENCE:

• Associate degree in Human Resource Management /Business Administration, or Public Administration or equivalent or Certificate in Administrative Management (CAM) Level Four (3);
• Training in Pension Administration would be an asset;
• A minimum of two (2) years of experience in a similar capacity.

SKILLS/COMPETENCIES AND SPECIALIZED KNOWLEDGE:

• Excellent written and Oral Communication Skills
• Excellent Human relations/interpersonal skills
• Sound planning, organizing and time management skills
• Attention to detail and accuracy
• Sound skills in analysis, problem-solving and decision making.
• Excellent knowledge of Public Service Regulations and Staff Orders
• Knowledge of Jamaica Labour Laws
• Sound knowledge o the Financial Administration Act and Regulations
• Proficiency in the use of relevant computer software and computer applications.

PERFORMANCE STANDARDS:

• Both internal and external stakeholders and members of the public are treated with courtesy, respect, fairness, and objectivity;
• Pension documents examined and reviewed in a timely manner and in accordance with established guidelines;
• Job letters are accurately prepared, free from errors and produced within the agreed timeframe;
• Benefit entitlements are processed in accordance with established policies and procedures and within the agreed timeframe;
• Staff inquiries relating to benefits and leave are addressed properly and responses are provided within the agreed timeframe;
• Reports prepared. are accurate, comprehensive and produced within the specified time frame;
• Confidentiality, high ethical standards and professionalism are displayed in the execution of duties and personal conduct;