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Human Resource Officer (Staffing) – GMG/AM 4

Published: October 06, 2023

JOB PURPOSE

Reporting to the Director, Human Resource Management, the incumbent undertakes staffing duties relating to the recruitment, selection, appointment, promotion and other staffing activities within the Ministry of Health & Wellness.

KEY OUTPUTS

  • Individual Work Plan prepared;
  • Human Resource Policies and Procedures implemented;
  • Appointment, promotion and assignment of staff conducted;
  • Recruitment, selection and separation of staff conducted;
  • Staff Orientation conducted;
  • Schedules and related submissions to the Human Resource Executive Committee (HREC) and Human Resource Executive (HRC) submitted and presented;
  • Appointment, promotion, acting letters prepared;
  • MyHR+ updated with approvals emanating from HREC and HRC meetings
  • Monthly status reports prepared and submitted.

KEY RESPONSIBILITIES

Management/Administrative Responsibilities:

  • Participates in the development of the Unit Work Plan and prepares individual work plan;
  • Provides professional advice on the interpretation of human resource policies, procedures and guidelines for the Ministry to Heads of Divisions/Branches/Unit and general staff.
  • Checks completed documents to ensure accuracy and compliance with Government of Jamaica Policies and Regulations;
  • Prepares Monthly Status Reports on activities performed.

 

Technical /Professional Responsibilities:

  • Facilitates the development of circulars for the advertisement of posts;
  • Assists in the conduct of recruitment activities – short-listing, interviews, assessment including assessment centres; 
  • Conducts post-selection activities ensuring that all relevant documents are completed; advise relevant personnel regarding the outcome of selection exercises;
  • Advises the Accounts Department of the assignment of new employees via a Confidential Advice Form;
  • Updates and monitors all staffing activities to the MyHR+ platform;
  • Ensures that the Probationary Reports for staff are completed and submitted to the HREC & HRC for confirmation in posts;
  • Organizes and conducts preliminary orientation of new employees to ensure awareness of policies, procedures and regulations of the Division and Ministry;
  • Prepares and submits schedules/profiles to the Director, Human Resource Management for submission to the HREC & HRC; for promotions, acting, appointments, employments, renewal and termination of contracts and other staffing activities;
  • Ensures that decisions from the committees are communicated to the relevant Divisions/Regions for the necessary action to be taken;
  • Issue reminders to heads of division with regards to officers/employees who are acting in clear vacancies and request recommendations indicating their suitability for appointment/promotion;
  • Apprises the Director, Human Resource Management of officers who are acting in clear vacancies, employed in clear vacancies;
  • Liaises with relevant divisions for the processing of transfers for staff to or from the divisions;
  • Liaises with the Registry regarding the preparation of personal files for new employees;
  • Collaborates with the Employee Relations Unit in the investigation of queries and discrepancies relating to disciplinary matters and grievances;

OTHER RESPONSIBILITIES

  • Performs other related duties that may from time to time be assigned.

PERFORMANCE STANDARDS:

  • Individual Work Plan prepared in accordance with agreed format and within specified time frame
  • Policies and Procedures implemented in accordance with established standards;
  • Appointment, promotion and assignment of staff conducted in keeping with required guidelines;
  • Recruitment, selection and separation of staff conducted in keeping with required guidelines;
  • Schedules are prepared and submitted to the HREC/HRC for staffing activities in the established timeframe.
  • Letters processed promptly and in keeping with the Ministry’s standards;
  • MyHR+ updated accurately and in established format.
  • Monthly Reports prepared are accurate, comprehensive and produced within specified time frame;

 

INTERNAL AND EXTERNAL CONTACTS: 

  1. i) Internal Contacts 
Contact (Title)

 

 Purpose of Communication
Principal Director, Corporate Services Obtains/gives advice, receive directives, guidance, general information and provide feedback.
Senior Director, Human Resource Management & Development Obtains/gives advice, receive directives, and  guidance, work assignments, provide reports, recommendations, general information and feedback
Director, Human Resource Management  Obtains/gives advice, receive directives, and  guidance, work assignments, provide reports, recommendations, general information and feedback
Other members of staff  in the Ministry Discuss issues in relation to relevant activities

 
Regional Health Authorities Collaborate, obtain and share information, discuss issues

 

  1. ii) External Contacts
Contact Purpose of Communication
Ministry of Finance and the Public Service

/SHRMD)

 To obtain information, seek guidance, clarification of policy
Office of the Services Commissions  To obtain information, clarification of policy
Accountant General’s Department Payment of gratuity

 

REQUIRED COMPETENCIES:

Core

  • Strong presentation, written, oral and communication skills;
  • Good human relations and interpersonal skills;
  • Excellent planning and time management skills;
  • Strong decision-making, critical thinking and problem solving skills;
  • Excellent leadership, networking and relationship-building skills;
  • Ability to exercise sound judgement and attention to detail;
  • Excellent skills in teamwork and cooperation;
  • Strong goal/result orientation;
  • Excellent integrity/ethics exercised in the performance of duties.

Technical

  • Strong  knowledge of Government’s regulations and procedures;
  • Strong  knowledge of Human Resource Management principles and practices;
  • Strong knowledge of HR staffing/recruitment policies and procedures
  • Knowledge of conflict management and negotiating skills;
  • Knowledge of the Ministry’s  policies and procedures;
  • Proficiency in the use of relevant computer software and computer applications.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

  • First Degree in Human Resource Management/Public Administration with three (3) years related experience; and
  • Training in Government of Jamaica Human Resource Management policies and practices;                                         

OR 

  • Associate Degree/Diploma in Human Resource Management with five (5) years related experience; and
  • Training in Government of Jamaica Human Resource Management policies and practices;
  • Any other equivalent combination of qualification and experience.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Required to work beyond normal working hours whenever the need arises.

AUTHORITY:

  • To request confidential employee records.

WORKING CONDITIONS:

  • Normal office conditions.