Job Description

Job Code:GMG/SEG 3
Posted On:
Closing On:
Sunday, 9th February 2020
Monday, 24th February 2020
Department:Corporate Planning and Administration Division
Job Type:
Full Time
Duration:2 Years

Job Description:

JOB SUMMARY:
Under the direct supervision of the Deputy Financial Secretary, Corporate Planning and Administration, The Director, Customer Service has portfolio responsibility for the coordination, leadership and management of the Ministry of Finance and the Public Service's Customer Service functions and oversight for its portfolio agencies. Specifically, the Director is responsible for the development, monitoring and implementation of the portfolio policies, programmes, projects, standards and related activities, for driving the modernization of the Customer Service Programme across the Ministry and its portfolio agencies.

KEY RESPONSIBILITY AREAS:
Technical:
• Meets customer service objectives by integrating customer service information and recommendation to strategic plan and reviews; preparing and completing action plans; implementing productivity, quality, and customer-service standards; resolving problems; completing audits; identifying customer service trends; determining system improvements; implementing change;
• Maximizes customer operational performance by providing help desk resources and technical advice; resolving problems; disseminating advisories, warning, and new techniques;
• Ensures robust Complaints Management System is in place to resolve customer complaints promptly;
• Reviews, evaluates and re-designs customer service business processes; establishes and communicates service metrics; implementing changes;
• Recommends, maintains and implements customer service policies, procedures and guidelines;
• Develops and implements service level standards focused on response times and issue resolution;
• Develops and implements customer service strategies and specific objectives;
• Facilitates customer service financial objectives by forecasting requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions;
• Facilitates employees' training and development in Customer Service across the Ministry;
• Reviews and documents business processes aligned to the key services of the Ministry and its portfolio agencies and departments;
• Facilitates the implementation of the Customer Service Improvement Plan;
• Establishes adequate issues/complaints mechanisms and other stakeholder feedback mechanisms in the Ministry, its agencies/departments and general public;
• Develops and monitors the Customer Service Balance Scorecard:
• Develops and monitors the Complaints Management System;
• Ascertains customer service needs by maintaining contact with customers; visiting operational environments; conducting surveys; forming focus groups; benchmarking best practices; analyzing information and applications;
• Facilitates promotion and awareness of the customers to the Ministry's products and services;
• Supports the stakeholder analysis through periodic analysis of the interests and expectations of the customers;
• Collaborates with the Director, Corporate Communications and Public Relations, conduct relevant campaigns, expositions to increase awareness and promotion of the goods and services of the Ministry and its agencies/departments.

Management/Administrative:
• Develops the Customer Relations Branch's Corporate/Operational Plans Individual Work Plans and Budget;
• Develops the Branch's annual budget and manages expenditure within budget ceiling;
• Develops and submits the Branch's monthly, quarterly, semi-annual and annual reports for relevant internal and external stakeholders of the Ministry;
• Develops and implements relevant policies and procedures towards achievement of the Branch's objectives;
• Represents the Ministry at meetings, Conferences, Workshops and Seminars;
• Liaises with the Cabinet Office and any other entity, public or private, involved in the planning, development and implementation of customer service initiatives;
• Convenes quarterly meetings of the Intra-ministerial Customer Service Team and prepare relevant minutes and reports.

Human Resources:
• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommend and /or corrective actions where necessary to improve performance and /or attaining established personal and/or Ministry's goals;
• Coordinates and monitors the work of the Branch;
• Participates in the recruitment of staff for the Branch and recommends transfer, promotions, terminations and leave in accordance with established human resource policies and procedures;
• Provides leadership and guidance to the team through effective planning, delegation, communication, training, monitoring and coaching;
• Ensures the welfare and development needs of skill in the Branch ae clearly identified and addressed;
• Identifies skills/competencies gaps and contributes to the development of succession planning for the Branch to ensure adequate staff capacity;
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch's and Ministry's goals;
• Maintains effective working relationships with external and internal stakeholders and ensure that the Branch provides a consistently high level of service to them;
• Effects disciplinary measures in keeping with established guidelines/ practices
• Any other related duties and functions as may be required from time to time.

Customer Service:
• Establishes quality customer service principles, standards and measurements;
• Promotes and manages alliances within the Ministry and across the public, private and community sectors;
• Liaises with senior stakeholders on key issues and provides expert and influential advice ;
• Identifies and incorporates the interests and needs of customers in business process design;
• Ensures that the Ministry's systems, processes, policies and programmes respond to customer needs;
• Prepares quarterly and /or annually Customer Service reports.

REQUIRED KNOWLEDGE & COMPETENCIES:
Core:
• Good people management skills
• Excellent communication (oral and written and including listening) skills
• Excellent analytical and problem solving skills
• Excellent interpersonal skills
• Excellent customer and quality focus skills
• Excellent planning and organizing skills
• Excellent judgement and decision making skills
• Managing the client interface
• Proficiency in the use of relevant computer applications

Technical:
• Customer Care and Relations
• Business process reengineering
• Developing standards
• Knowledge of the Ministry of Finance & Public Service Citizens' Charter
• Knowledge of ISO and Quality Management Systems
• Knowledge of research methods and data analysis
• Knowledge of GOJ's Customer Service Policy Papers
• Knowledge of GOJ's Policies and Procedures

QUALIFICATIONS & EXPERIENCE:
• Bachelor's Degree. in Management Studies, Business Administration /Public Administration or equivalent qualifications
• Advanced Training in Customer Services
• At least three (3) years' related experience in Customer Service at the supervisory level
• Experience with call centers and help desk environments would be an asset.

REMUNERATION PACKAGE:
• Basic Salary $2,336,309- $2,777,138 per annum
• Travelling Allowance $894,924 per annum

Interested persons should forward their applications and resume' no later than Monday, February 24, 2020, to the: -
Senior Director Human Resource Management & Development
Human Resource Management & Development Branch
Ministry of Finance & the Public Service
30 National Heroes Circle
Kingston 4
Email: hrapplications@mof.gov.jm

We thank every applicant for the interest expressed; however please note that only shortlisted candidates will be contacted.

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