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Location

Kingston, NY | United States

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Job description

Deputy GovernorGeneral’s Secretary (Private)

Job Purpose



The Deputy GovernorGeneral’s Secretary (Private) (DGGSP) provides direct support to The GovernorGeneral in the exercise of his/her constitutional legislative and ceremonial duties social duties and community activities. The incumbent is responsible for the strategic direction the Operational Plan & Budget and the timely delivery of services of the five operational units under the Private Establishment of The GovernorGeneral namely (1) Private Secretariat (2) Events Management (3) the Residence of The GovernorGeneral (4) the House and (5) the Landscaping/Grounds and Farm staff. The incumbent also has oversight responsibility of the Project Officer and the Executive Secretary of The GovernorGeneral’s Programme for Excellence (GGPE).



The Deputy GovernorGeneral’s Secretary (Private) collaborates closely with the AidedeCamp to The GovernorGeneral the Deputy GovernorGeneral’s Secretary (Corporate) the Press Secretary the Property Administrator the Director of Finance and the Director of Human Resource and administration.

This significant role requires a high level of organizational skills and energy as well as knowledge of King’s House and its operations State protocol public relations and event planning.



The incumbent seeks to achieve the job purpose by embracing demonstrating and contributing to the Vision of the Office of His Excellency The GovernorGeneral & Staff “A culture of excellence through people performance and partnerships” .



KEY RESULT AREAS/ OUTPUT

1. Operational Plan and Budget for the Private Establishment
2. Policies and Procedures for The Private Establishment
3. Standard Operating Procedures
4. Royal visits State events and National events
5. Residence of The GovernorGeneral
6. The GovernorGeneral’s Community Agenda
7. Understanding and appreciation of historical architecture

Key Responsibility Areas



Management/Administrative Responsibilities:

1. Makes recommendations to The GovernorGeneral in relation to the structure and operations of the Private Establishment including but not limited to staffing needs policies and procedures to ensure its effective operation.
2. Make recommendations to The GovernorGeneral in relation to his social duties and community activities. Plans and executes The GovernorGeneral’s annual corporate tours Parish tours school visits and hospital tours.
3. Seeks sponsorship of gifts for Hospital tours and to meet other charitable needs as identified by The GovernorGeneral.
4. Contribute to the finalization of The GovernorGeneral’s annual monthly and weekly schedule of activities.
5. Contribute to the Organization’s Fouryear Strategic Plan.
6. Prepares annual Statutory Budget Operational Plan and Budget for the Private Establishment. Monitors the performance of operational units to plan; approves adjustments where necessary and prepares quarterly performance reports. Prepares monthly cash flow requirements for the Private Establishment. Analyzes expenditure to budget and implements corrective measures where necessary.
7. Provides leadership and management oversight for the six (6) operational units under the Private Establishment namely (1) the Executive & Private Secretariat (2) Events Management (3) the Residence of The GovernorGeneral (4) the House (5) the Landscaping/Grounds and Farm and (6) the GGPE.
8. Directs and oversees support activities in relation to The GovernorGeneral’s constitutional legislative and ceremonial duties.
9. Provides general oversight of the community activities of the GGPE’s Project Office. Participates in Management Committee meetings and collaborates with the National Coordinator in executing the programs of the GGPE. Serves as a signatory on GGPE bank accounts.
10. Collaborates with the AidedeCamp to The GovernorGeneral to realize the desired outcomes for all appointments events and other matters that directly or indirectly impact The GovernorGeneral.
11. Coordinates the procurement of ceremonial dress for The GovernorGeneral as required.
12. Collaborates with the Press Secretary to ensure timely preparation and delivery of Remarks Greetings Speeches Messages or other such information to be delivered by The GovernorGeneral or his/her designated representative.
13. Provides support for the compilation of guest lists and the preparation and distribution of the annual calendar and Christmas card.
14. Collaborates with the Deputy GovernorGeneral’s Secretary (Corporate) and Property Manager on matters relating to the maintenance refurbishing and general upkeep of the Main building and those assigned for Staff accommodation.
15. Provides guidance to the operational unit managers and supervisors in the Private Establishment for the preparation of requisitions for the procurement of goods and services in keeping with applicable procurement policies procedures and approved budget.
16. Approves requisitions for procurement bills for payment overtime requests overtime claims transportation claims and other requests that may arise from time to time in accordance with budget provisions.
17. Monitors the addition of fixed assets and inventory items to all operational units. Approves all disposal of defective or damaged items.
18. Reviews monthly stock count reports; approves shopping lists for the Private Stores inventory events and other ad hoc needs. Conducts periodic audits of the Private Stores; approves changes as necessary.
19. Monitors the ongoing update of The GovernorGeneral’s Personal Mailing List. Oversees the ongoing update of other mailing lists managed by the Office.
20. Oversees the preparation of guest lists and invitations for events directed by the Private Establishment; manages quality control activities; monitors dispatch of invitations and RSVP data and communicates as needed to relevant publics.
21. Recommends uniform allocation style and process for the Private Staff.
22. Provides oversight of activities of the Grounds Men and Farm Hands. Facilitates meetings as required to engage and motivate them and address concerns.
23. Monitors the Staff List of the Private Establishment classification levels and compensation to ensure they are in keeping with the requirements of the Organization. Prepares weekly monthly and annual reports as required on activities under portfolio responsibilities.
24. Review staffing schedules and assignments for weekends holidays and other special events.
25. Reviews and actions correspondences as required.
26. Adheres to required GOJ Procurement Guidelines in selecting contracts for services.

Technical/Professional Responsibilities:

1. Provides leadership and supervisory oversight for the diverse tasks to successfully deliver all Royal Visits State events Diplomatic Dinners meetings and other events hosted by The GovernorGeneral at King’s House or external locations.
2. Participates in and/or chairs preevent planning and postevent evaluation meetings. Monitors deliverables assigned to operational units to ensure completion within agreed timelines.
3. Collaborates with the ADC to provide guidance on State protocol and the required protocol attendant to all events attended by and/or hosted by The GovernorGeneral.
4. Develop policies and procedures to ensure the effective operations of the Private Establishment.
5. Review and approve the Standard Operating Procedures for each operational unit.
6. Provides direct input on furniture fixtures fittings equipment décor and design elements for all areas of the Main Building and Residence. Prioritizes needs identifies desired items and suppliers of required services as needed; and oversees major décor and refurbishing activities in the Residence and the House.
7. Provides direct input on the layout and design elements of staff accommodations; meets with suppliers of services as required; oversees major refurbishing activities.
8. Coordinates with the Ministry of Health and Wellness for the necessary arrangements for medical coverage for Royal Visits State events and The GovernorGeneral’s Social Programme.
9. Provides support for the Organization’s Disaster Preparedness and Emergency Management Plan.

Departmental Human Resource Responsibilities:

1. Participates in interviews and selection of staff.
2. Recommends terms and conditions for the engagement of Private staff.
3. Review job descriptions for the Private Staff.
4. Supervises Unit Managers and other direct reports by:

Setting objectives and performance measures

Approving work plans and monitoring progress

Recommending and/or approving disciplinary action

Approving leave applications

1. Assesses training needs and recommends training interventions for Staff in keeping with operational objectives. Provides ongoing coaching and conducts training sessions as required to meet identified needs.
2. Monitors probationary periods contract renewals and terminations. Carries out performance evaluation processes.
3. Establishes regularly scheduled meetings with Unit Heads to coordinate operational activities motivate impart information and address concerns.
4. Facilitates coaching and training sessions as needed for the different Staff groups.
5. Monitors renewal of Food Handler’s permits.
6. Oversees seasonal decorations of the Main Building and The GovernorGeneral’s endofyear activities.
7. Performs any other related duties that may be assigned from time to time.
8. The Private Establishment’s Operational Plan and Budget were submitted and managed; performance targets were achieved.
9. Standard Operating Procedures implemented and requirements followed.
10. Policies and Procedures for the Private Establishment in place and updated in keeping with King’s House standards required Government policies and practices in similar organizations in the Commonwealth or other comparative markets.
11. Royal Visits State events Diplomatic Dinners and National events are successfully planned and executed.
12. The GovernorGeneral’s Residence is efficiently and effectively operated.
13. The GovernorGeneral’s Community agenda is successfully executed in keeping with approved schedules.
14. The expectations of Their Excellencies and guests are consistently achieved and exceeded as evidenced by their feedback and that of other key stakeholders.
15. The standards of protocol are met and/or exceeded.
16. Guidelines with respect to food handling procedures and standards of sanitation are in keeping with required standards.
17. Assets inventories and other items assigned to the Private Establishment are accounted for with negligible variance.
18. Effective coordination and working relations exist with other units within the Office of His Excellency The GovernorGeneral and Staff and with external associates in the execution of functions.
19. Effective monitoring and supervision of Staff in executing Work Plans.
20. Confidentiality integrity and professionalism are displayed in the execution of duties and personal conduct.
21. Advice provided is technically sound and in keeping with the strategic direction of the Office and applicable Government guidelines/requirements.

Required Knowledge Specific to the Position:

1. Strategic planning and budgeting.
2. Supervisory management.
3. Event and project management.
4. Research and policy development.
5. Practical exposure to and sound understanding of the modes of State protocol.
6. Knowledge of luxury items antiques and design/décor.
7. Knowledge of Government procurement procedures.

Required Competencies & Attributes:

1. Loyal composed trustworthy and demonstrates impeccable integrity.
2. Confidential and professional in personal conduct and execution of duties.
3. Able to lead manage organize set priorities multitask and meet deadlines.
4. Able to anticipate customer needs and change goals and direction quickly.
5. A problemsolving and resultsdriven individual with an eye for detail.
6. Able to apply good judgment negotiate exercise initiative and cope well under pressure.
7. Communicates effectively in both oral and written form with people at all levels.
8. Welldeveloped social and interpersonal skills and the ability to work well with internal and external customers.
9. Is computer literate in Microsoft Office applications.

Minimum Education and Experience:

• An Undergraduate Degree in Hospitality Management Business or related discipline from a recognized tertiary institution or its equivalent; AND
• Specialized training in General Administration.
• Supervisory management certification.
• At least five (5) years of proven successful experience at a senior management level and/or managing events/projects in Government and/or Private Sector entities.

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Salary