Job offer: Case Management Administrator

OrganisationMinistry of Finance & The Public ServiceReferenceVAC-54389Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits$2,803,771 to $3,770,761 per annumDate Posted11/10/2024Expiry Date24/10/2024The Case Management Administrator manages electronic documents for the CMEB, ensuring efficient case handling and organizational flow while providing comprehensive administrative support to enhance the Branch's effectiveness.

 

JOB PURPOSE:

Under the direction of the Principal Director, Corporate Management & Establishment Branch, the Case Management Administrator provides electronic document administration functions to the CMEB which includes electronic inception/continuance/management of cases based on the defined work process flow of the Branch. The incumbent ensures efficient organizational flow and contributes significantly to the Branch's effectiveness through comprehensive administrative support. 

 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Receives documents from Management Analysts for scanning;
• Organizes electronic documents in the appropriate order; 
• Checks physical documents for encumbrances that may impede normal scanning operations; 
• Requests or undertakes adjustments to document type listing as necessary; Loads physical documents for scanning; 
• Determines best method for physical scanning based on complexity of bulk document; 
• Manages scan application; 
• Manipulates features of scanning application; 
• Completes required attribute fields; 
• Searches scanned records to facilitate error checking and file location; Facilitates export and import of files to relevant storage sites; Generates scanning reports as required; 
• Provides preliminary reports of case status for quarterly, monthly, ad-hoc reviews 
• Adjusts scanned records/files as need arise; 
• Assesses and verifies electronic documents, new or existing;
• Routes files to the relevant organisational location; 
• Maintains classification taxonomy; 
• Documents and reports application issues to the relevant entity;
• Receives work item/case from verification queue; 
• Forwards electronic case files to Principal Director for assignment;
• Receives electronic case files from Chief Management and Establishment Analysts routes for action;
• Routes files to the Post Operations Committee Administrator for relevant action; 
• Manages the delivery of agreed targeted outputs with specified timelines;
• Follow up on all special/specific agreements from external consultations;
• Facilitate case coordination and information sharing with other relevant internal and external clients; and 
• Assess the progress of cases in terms of agreed delivery dates. 

Departmental Human Resource Responsibilities 

• Maintains harmonious relationships with colleagues. 

Customer Service Responsibilities 

• Adheres to established customer service principles, standards and measurements; and 
• Assists with management of client relations. 

Other Responsibilities 

• Identifies and communicates minor administrative problems and situations that affect the efficient administration of ECM system and the workflow;
• Liaises with relevant officers/analysts to mitigate challenges related to data input and data verification; 
• Coordinate Corporate/Operational/Work Plans with Principal Director and Team Leaders (Chief Management & Establishment Analyst); and Manage schedule for special cases/assignments. 

 

REQUIRED COMPETENCIES:

• Excellent organizational skills 
• Good communication and customer service skills. 
• Excellent interpersonal skills 
• Team and results-driven 
• Confidential 
• Understanding the structure and operation of Government
• Information Technology skills in ECM, Visio, Word Processing, PowerPoint and Excel 
• Understanding of the Administrative processes involved in organization analysis, job evaluation, post classification and establishment control. 

 

QUALIFICATION AND EXPERIENCE:

• Associate Degree Business Administration or any other related field with one (1) to two (2) years’ experience in Case Management or related field; and
• Training in the use of ECM system or any related electronic case management system. 

OR

• Diploma in Business Administration or any related field with three (3) years’ experience in Case Management or related field; and 
• Training in the use of ECM system or any related electronic case management system. 

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• The job will be performed under normal office working conditions

 

 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.