Delene Douse
Kingston,01
Summary
Proven professional with extensive experience in benefits administration and policy interpretation, honed at the Ministry of Education & Youth. Demonstrates exceptional organizational skills and adaptability, ensuring compliance and efficiency in records maintenance, auditing, and analyzing estate benefits. Known for a professional demeanor and effective communication, contributing to significant improvements in data management processes. Adaptable to the work environment with the ability to satisfy both business and clients.
Overview
9
9
years of professional experience
Work History
Pension Administrator
Ministry of Education & Youth
12.2022 - Current
- Conducted thorough reviews of participant data, verifying eligibility requirements for pensions and other benefits.
Coordinated with external vendors to ensure seamless delivery of pension benefits services, including legal consultations.
Increased operational efficiency by identifying areas of improvement in the pension administration process. - Ensures that all documents required for processing pension/death benefits are submitted by retirees/beneficiaries, educational institutions and Regional Offices
- Liaises with the School's Financial Services Division and Bursars to obtain salary particulars
- Checks and verifies the accuracy of computation of leave, years of services and salary particulars for retirees or the Estates of deceased academic staff
- Conducts interviews with the next of kin
- Respond to queries orally and in writing from Bursars, Teachers, Beneficiaries, the Administrator General's Department, and the Attorney-at- Law regarding the processing and status of death benefits
- Submits pension particulars to the Pension Branch, Ministry of Finance & the Public Service and advises retirees/next of kin of the status of submission
- Liaises with Officers at the Ministry of Finance and Public Service and the Accountant General's Department regarding payment of funeral grants to assist in the burial of deceased teachers.
- Monitor and update retirees and deceased information via the PEPAS (Public Employees' Pension Administration System) software.
- Completes the Batch 2 and Batch 3 data of PEPAS for retirees and deceased academic staff.
Administrative Assistant (Secretary II)
Ministry of Education & Youth
01.2022 - 11.2022
- Answered a multi-line phone system of over 50 callers, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships within two (2) working days.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on a daily basis.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Managed paper and electronic filing systems by routing various documents, taking messages, and managing incoming and outgoing mail.
- Complies, checks errors, and submits quarterly reports for the Schools' Personnel & Administrative Services Unit (SPAS)
Records Officer
Ministry of Education, Youth & Information
01.2020 - 12.2021
- Advised management on best practices for records management, supporting company-wide initiatives to improve efficiency.
- Conducted regular audits of over 100 cases of record-keeping systems to identify areas of improvement and implement corrective measures.
- Participated in ongoing professional development opportunities to stay up-to-date on policies, acts, regulations, and best practices in records management.
- Obtains and verifies documentation from the Regional Offices, Bursars, Principals, pensioners, beneficiaries and Accounts Department for the processing of Pension and Death benefits.
- Advises retirees of their eligibility for benefits and the most appropriate option to choose when completing the Option Award forms.
- Ensures the accurate completion of all Pension Particular forms
- Ensures that the necessary documents for the processing of pension/death/family benefits are completed and submitted by retirees and beneficiaries of the deceased.
- Verified and submitted documents to the Ministry of Finance & Planning for refund of Family Benefits contribution.
- Followed up on submissions, with emphasis on urgent cases, to ensure that each case was completed quickly by liaising with the Pensions Branch and providing any additional information that may be required.
- Completed Pension Particular forms for Watchmen paid by the Ministry of Education
- Maintained records on the progress and finalization of pension/death benefits by recording information in the log book and Excel spreadsheet, enclosing documents on personal/main files, and referring to the Regional Offices or Main Registry.
- Prepared Service Records for Non-Teaching staff who have exited the system and prepares Monthly Reports on the Department’s performance
Administrative Assistant (Secretary II)
Ministry of Education & Youth
01.2018 - 12.2019
- Typed/prepared over 50 drafts of the following documents:
- Application for Pension or Gratuity for submission to the Ministry of Finance & the Public Service,
- Letters, forms related to Service records, and Letters of Professional Standing for teachers who are employed in Central Government and/or have migrated
- Assisted prospective retirees and retirees (academic and non-academic staff) via office visits and telephone calls by providing the information requested after a thorough confirmation of details
- Sorted records and dispatched incoming correspondence to the relevant officers. Recorded and sorted incoming files to the Pensions Department
- Received, screened, delivered and directed telephone calls to the appropriate officers
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Administrative Assistant (Secretary III)
Ministry of Education & Youth
10.2017 - 12.2017
- Answered over 40 callers and by extension, routed calls, delivered messages to staff, and greeted visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff by scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Optimized calendar management for the direct supervisor by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Assisted with human resources tasks such as updating employee files or submitting requests for sick, departmental, vacation, or leave of absence leave as per company policy guidelines.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure smooth integration into the team.
- Maintained inventory of office supplies and placed orders.
- Conducted research for project proposals, compiling information that supported winning bids.
- Assisted in the preparation of financial reports, gathering data that contributed to budgeting accuracy.
Secretary (OPS/SSI)
Ministry of Education
11.2015 - 09.2017
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files.
- Answered multi-line phone system and enthusiastically greeted callers.
- Retrieved and logged over 100 incoming correspondences, received and logged incoming files, and filed according to regions, retirement dates, and dates of death.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Maintained electronic filing systems and categorized documents.
- Managed executive calendars, scheduling appointments and meetings to optimize time management.
- Provided clerical support to company employees by copying, faxing, and filing documents whenever needed
Education
Bachelor of Science - Business Administration Accounting & Management
University of The Commonwealth Caribbean
Worthington Avenue, Kingston12.2023
Certificate - Effective Minute Writing
Management Institute of National Development
Hope Road, Kingston 09.2022 - 05.2022
High School Diploma -
Institute of Academic Excellence
Half Way Tree, Kingston 06.2012
High School Diploma -
St. Catherine High
Spanish Town, Jamaica06.2011
Skills
- Benefits Administration
- Compliance Monitoring
- Data Management
- Policy Interpretation
- Computer Proficiency
- Appointment Scheduling
- Microsoft PowerPoint
- Quality Assurance
- Dedicated Team Player
- Critical Thinking
- Meticulous attention to detail
- Office Administration
Languages
English
Native language
Idea Generation, Reading & Writing Quotes & Short Inspirations, Research
As a mean of escape, it is pivotal that I read and write on things that are hopeful and filled with grith and warmth
Thinking outside the box is so beneficial; therefore, engaging in what can be done next, which is often very fruitful, is a space where I can unwind and just allow the space for creativity.
In a quest for constant growth, a good research on just about anything of interest will cause me to pursue the depth of case or findings.
Timeline
Pension Administrator
Ministry of Education & Youth
12.2022 - Current
Certificate - Effective Minute Writing
Management Institute of National Development
09.2022 - 05.2022
Administrative Assistant (Secretary II)
Ministry of Education & Youth
01.2022 - 11.2022
Records Officer
Ministry of Education, Youth & Information
01.2020 - 12.2021
Administrative Assistant (Secretary II)
Ministry of Education & Youth
01.2018 - 12.2019
Administrative Assistant (Secretary III)
Ministry of Education & Youth
10.2017 - 12.2017
Secretary (OPS/SSI)
Ministry of Education
11.2015 - 09.2017
Bachelor of Science - Business Administration Accounting & Management
University of The Commonwealth Caribbean
High School Diploma -
Institute of Academic Excellence
High School Diploma -
St. Catherine High
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