Office Administrator (GMG/AM 4)

Job Purpose

Under the general direction of the Court Operations Manager, the Office Administrator is responsible for co-ordinating the requisitioning, ordering, receipting and storage of goods/supplies for the Parish Court/Traffic Court/Family Court/Corporate Area Criminal Court/Corporate Area Civil Court/Coroners Court. The Office Administrator also provides general administrative support to aid the realization of organizational success. 

Key Responsibilities

Technical/Professional: 

• Assists in the development and implementation of office services plans and review protocols that align with the Judiciary’s Corporate and Operational Plans; 
• Responds to, and resolves internal customer enquiries and issues to ensure the provision of accurate information and the timely and effective resolution of issues; 
• Creates and administers budgets for supplies, equipment and contract services; 
• Co-ordinates and manages records and databases relating to supplies/goods and physical inventory, complying with administrative systems, processes and policies; 
• Orders and maintains goods and stationery supplies in accordance with the Judiciary’s Public Procurement Plan and other management tools; 
• Prepares purchase orders to support the acquisition processes and dispatches relevant documentation to the Public Procurement and Finance and Accounts Division for action, through the Court Operations Manager; 
• Devises systems and procedures to receipt goods/supplies and ensures secure storage/protection; 
• Co-ordinates the distribution of supplies and shared support services such as mailing, printing and copying, and cleaning supplies, etc.; 
• Maintains the office and Court facilities by ensuring spaces are clean, tidy and property issues reported to the Building and Property Management Branch through the Court Operations Manager; 
• Escalates unresolved problems to the Court Operations Manager for further analysis and resolution; 
• Provides general administrative support, including clerical processes, reprographic services and IT based tasks requiring knowledge of various ICT packages and operation of office equipment; 
• Maintains relationships with external suppliers, managing utilities services, ICT services, telephone services, equipment suppliers, insurance services, service providers and premises leasing arrangements. 

Management/Administrative: 

• Develops Individual Work Plans based on alignment with the overall plan for the Branch;
• Participates in meetings, seminars, workshops and conferences, as required;
• Prepares reports and programme documents, as required; 
• Prepares and delivers Court Operations presentations related to, as needed;
• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design. 

Human Resource: 

• Provides guidance through effective planning, delegation, communication, training, mentoring, coaching and discipline; 
• Evaluates and monitors the performance of assigned staff, and implements appropriate strategies; 
• Co-ordinates the development of individual work plans and recommends performance targets for the staff assigned; 
• Participates in the recruitment and training of staff of the Court; 
• Recommends training, promotion and approves leave in accordance with established Human Resource Policies and Procedures; 
• Identifies skills/competency gaps and contributes to the development and succession planning for the Division to ensure adequate staff capacity; 
• Monitors the performance of staff and facilitates the timely and accurate completion of the staff annual performance appraisals and other periodic reviews; 
• Ensures the well-being of staff supervised; 
• Effects disciplinary measures in keeping with established guidelines/practices;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent interpersonal and team management skills 
• Strong analytical and problem-solving skills 
• Strong leadership skills 
• Strong customer relations skills 
• Excellent planning and organizing skills 
• Excellent judgment and decision-making skills 
• Ability to influence and motivate others 
• Proficiency in the use of relevant computer applications 

Technical: 

• Knowledge of Administration and Office Management Principles and Techniques
• Knowledge of the Government of Jamaica’s legislative arrangements underpinning the Administration and Office Management functioning, for example Asset Management Policies, Records and Information Management Policies, etc. 
• Good understanding of the public expenditure policy environment and the goals
• Good knowledge of programme monitoring and evaluation frameworks
• Good verbal and written communication skills, with the ability to deliver presentation with tact, clarity, enthusiasm and accuracy to widely varied audiences 
• A high level of initiative and self-motivation 
• Demonstrated interpersonal and negotiation skills 
• Aptitude for developing and maintaining collaborative relations with team members both within and outside the Judiciary 
• Knowledge of computerized systems and software, with an emphasis on the MS Office suite and projects 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Management Studies, Public Administration, Business Administration or a related discipline. 

OR 

• HEART NSTA NVQJ Level 5 in a related area; 
• Three (3) years related experience. 

Special Conditions Associated with the Job

• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions;
• Will be required to travel locally to perform office administration duties in outstations, attend conferences, seminars and meetings. 

Please note that only shortlisted applicants will be contacted.