Administrative Assistant (GMG/AM 2)

Key Responsibilities

Professional/Technical: 

• Types, formats, edits, revises, proofreads and processes a variety of documents and forms, including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents, from draft or verbal; 
• Composes routine correspondence; copies, disseminates and post documents and information, as directed; 
• Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers; 
• Assists with co-ordinating the submission of budget information for the Branch/Division; 
• Assists with the compilation of monthly, quarterly and annual reports and periodic statistical reports; 
• Assists in the preparation of the Operational and Strategic Plans, as well as Unit and Individual Work Plans for signing and submission; 
• Updates and maintains databases in a timely manner; 
• Provides support for meetings by: 
  • Making arrangements for venue/meeting room and refreshments, projector, etc. 
  • Recording and generating accurate and timely Minutes of meetings 
  • Produces and distributes action sheet, agenda and reports for meetings 
  • Preparing and compiling documents for review/circulation 
  • Ensuring the circulation of Minutes prior to meetings 
  • Monitors the schedule for secretarial support and devotion for staff meetings 
• Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch; 
• Organizes and maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all incoming and outgoing mails; 
• Maintains an appropriate system to control and safeguard confidential documents, files and reports; 
• Researches files and consults officers, as directed, to procure information needed for replies to correspondence and other requests; 
• Maintains and supports an effective records management system, to include document control procedures for the Division/Branch; 
• Maintain absence and leave record for the Branch/Division; 
• Receives and appropriately routes phone calls, records messages and makes contact with internal/external personnel to obtain or impart information, within scope of authority; 
• Ensures that urgent matters are re-routed for immediate attention, in the absence of the Director; 
• Produces follow-up action for Directors and Managers, and provides timely reminders; 
• Assists with the planning of staff activities and other NLJ events, as directed; 
• Photocopies and collates documents, as required; 
• Prepares and maintains adequate supply of official forms/documents and stationery for the Division/Branch; 
• Provides administrative support for Board of Management Committee Meetings, as assigned; 
• Maintains a relief telephone operator register/schedule for the switchboard;
• Provides relief support for the switchboard, as assigned; 
• Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members; 
• Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility; 
• Prepares report, as directed; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Teamwork and co-operation 
• Customer and quality focus 
• Good planning and organizing skills 
• Ability to use own initiative 
• Integrity and confidentiality 
• Good interpersonal skills 

Technical: 

• Administrative management skills 
• Compliance 
• Knowledge of Records management 
• Data management 
• Information Communication Technology skills 

Minimum Required Qualification and Experience

• Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution, with passes in five (5) CSEC or equivalent subjects including English Language; 
• Two (2) years’ related experience working in an administrative capacity or related environment; 
• Proficiency in the relevant computer software applications. 

Special Condition Associated with the Job

• May be required to work outside of normal working hours from time to time to include weekends. 

Please note that only shortlisted applicants will be contacted.