Office Administrator (GMG/AM 4)

Summary

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. 💰Salary range $2,803,771 - $3,770,761 JMD per annum.

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 Skills

• 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

Qualifications

• • 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.

Additional Information and Instructions

• 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.

Applications accompanied by résumés should be submitted no later than Friday, 11th April, 2025 to: Senior Director Human Resource Management and Administration Court Administration Division Public Building West King Street Kingston ✉️ Email: hrma@jamaicajudiciary.gov.jm ℹ️ N.B. Please include the job title in the subject line of your email. ⚠️ Please note that only shortlisted applicants will be contacted.

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