(Salary Scale: Min: $4,594,306.00 – $6,178,830.00 per annum)
JOB PURPOSE
Reporting to the Chief Medical Officer, the incumbent will provide high level technical and operational support to the Office of the Chief Medical Officer (CMO) with a view to enhancing the efficiency and effectiveness of the Ministry in pursuit of its mandate and strategic objectives. This includes stakeholder management, monitoring and coordinating the progress of policy proposals, contributing to the development of all matters assigned to the CMO.
KEY OUTPUT
- Operational & Divisional Plans developed and maintained.
- Communication with internal and external stakeholders managed.
- Correspondence and reports reviewed/prepared and dispatched.
- Matters related to local, regional & international affairs prioritized & presented to the attention of the CMO.
- Position papers reports, briefs & meeting information obtained, collated, and submitted.
- CMO’s and Division activity schedule developed, coordinated, and monitored.
- Monthly, quarterly, and annual reports prepared and submitted.
- Research conducted and response provided.
- Speeches and speaking notes obtained and submitted.
- Responses to queries to the CMO’s office managed.
- Work plan prepared and submitted.
- Technical support provided.
KEY RESPONSIBILITY AREAS INCLUDES:
A. Management/Administrative Responsibilities
- Attends and participates in Strategic planning meetings of the Division.
- Co-ordinates and participates in the preparation of the Operational and Unit Plans for the Technical Services Division.
- Follows-up to ensure that all performance reports are prepared and reviewed for the attention of the CMO.
- Ensures that the Chief Medical Officer is briefed and prepared for all meetings.
- Reviews and assesses the output of the CMO’s office against Corporate and Operational
plans and makes recommendations for adjustments where changes are indicated.
Manages matters related to CMO’s Itinerary. Presents relevant information for the attention of the CMO and ensures timely action. - Provides comprehensive executive support to the Chief Medical Officer.
- Manages that all administrative matters for the Office are administered effectively and makes recommendations for improvements as may be required;
- Provides logistical support in organizing and supporting planned training workshops as required by the Chief Medical Officer’s Office.
- Recommends appropriate systems development for implementation and/or maintenance of the communication, information, and records management systems to facilitate timely and accessible information from the CMO.
- Prioritizes conflicting needs ensuring that same are handled expeditiously and are followed through to successful completion.
- Assists the CMO with the coordination and execution of the activities of the Technical Services strategic plan.
- Contributes to the development of policies and programmes for activities in alignment with the strategic objectives of the Division and its Units.
- Assesses correspondence and highlight to the Chief Medical Officer any problems and/or potential barriers which will affect programme implementation along with proposal(s) for corrective action as deemed appropriate.
- Supports the Chief Medical Officer in reviewing and disseminating reports prepared by Branch heads and other stakeholders.
- Oversees the tracking of deliverables/activities across the various Units alignment with the Technical Service’s Operational and Strategic Plan.
- Collaborates with the Chief Medical Officer and other Unit Directors with the preparation and review of Terms of References and supporting documentation as well as evaluation for the hiring of external consultants.
- Assists the Chief Medical Officer with the monitoring and evaluation of programmes.
- Participates in the design, implementation, coordination, monitoring, and evaluation of any special projects tasked to the Office of the Chief Medical Officer.
- Assesses correspondence and brings to the attention of the Chief Medical Officer Matters that require immediate attention highlighting any problems or barriers that requires the Chief Medical Officer’s intervention.
- Coordinates the preparation of monthly reports on specific activities of the Office of the Chief Medical Officer:
+ Optometry Board of Examiners
+ J1 Visa Applications – For Medical Professionals
+ Overseas Medical Assistance
+ Appointments of Specialists in the Public Sector
B. Professional Responsibilities
- Attends and provides technical/administrative support serving as rapture at Technical as well as Management Meetings by, ensuring that these meetings are held at the designated intervals, action items and minutes area produced/circulated within an established timeframe and follow-up on actions/decision as required.
- Establishes mechanisms to ensure that all technical reports requested by the Chief Medical Officer are received and reviewed on a timely basis.
- Conducts research and prepares reports on specific matters as requested by the Chief Medical Officer.
- Coordinates information exchange processes with Unit Heads, Funding Agencies, and other External Stakeholders.
- Monitors all relevant issues within the Ministry of Health and Wellness and with other stakeholders as appropriate with respect to programme implementation.
- Prepares monthly/quarterly/annual/ad hoc reports for the Chief Medical Officer in collaboration with the Unit Heads as well as Programme Development Officer (medical).
OTHER RESPONSIBILITIES
- Researches and prepares relevant reports/information on areas of interest for all Committees chaired by the CMO.
- Provides meeting support and executive summary roles and functions for the following committees:
o Central Health Committee
o Quarantine Authority - The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but within the capacity, qualifications and experience normally expected from a person occupying this position.
PERFORMANCE STANDARDS
- Operational and Unit Plans prepared in required format and in keeping with the Ministry’s goals and objectives.
- The CMO Office’s/Technical Services annual Budget prepared and submitted in the required timeframe.
- Advice ascertained from stakeholders is accurate.
- Matters related to CMO affairs presented for the attention of the CMO.
- Responses to queries from Office of the Permanent Secretary, the Minister of Health and as well as responses to questions from other Authorities are based on well-researched facts and provided within the agreed timeframe.
- Reports are well researched and submitted within agreed timeframes to required standards.
- Reports analyzed to respond to queries in the required timeframe.
- Manages short term projects and programs in keeping with projects’/programs’ objectives.
- Speeches and Speaking Notes obtained and submitted in the required timeframe.
- Confidentiality, integrity, and professionalism are displayed in the execution of duties and personal conduct.
- Establishes deadlines, targets and quality standards are consistently met.
- The effective management and implementation of all programmes through strong administrative and technical support to the administrative and technical support to the Chief Medical Officer.
- Timeliness and accurate completion of reports.
- Minutes, action items and follow-up for Technical and Senior Management produced/ completed in a timely and efficient manner.
- Confidential information is consistently maintained.
- Internal and external queries conducted in a professional and timely manner.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Bachelor’s Degree in Management Studies, Public Sector Management/ Public Administration/Public Health or Business Administration or related area from a recognized tertiary institution; plus
- A minimum of three (3) years working experience in a management position in an organization of similar size and complexity or within the public health system in Jamaica or equivalent experience in health systems support or management.
- Training in Policy Development
- Master’s Degree in Management Studies/ Business Administration/Public Health or related area from a recognized tertiary institution; would be an asset.
Additional information on this position and others can be obtained via the Ministry’s website: (moh.gov.jm)
Applications with résumés are to be submitted no later than Friday, January 5, 2024, to:
Senior Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm
The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only shortlisted candidates will be contacted.