Administrative Assistant (GMG/AM 2)

Job Purpose

Under the general direction of the Court Operations Manager, the Administrative Assistant is responsible for providing general administrative and secretarial support to the Courts. The Administrative Assistant will provide general technical and administrative support, including managing, organizing and co-ordinating the workflow of the Court; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects, as determined by the Court Operations. 

Key Responsibilities

Technical/Professional: 

• Manages calendar for the Court/Court Operations Manager which includes but is not limited to scheduling appointments, co-ordinating meeting rooms and other preparations, including refreshments, where applicable; 
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase in the Court/Court Operations Manager’s efficiency; 
• Provides support to members of the Team on specific projects, as agreed with the Court/Court Operations Manager; 
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents to aid the general administration and judicial processes; 
• Assists with the logistical operations of the Court/Court Operations Manager with respect to the duties assigned, including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions, as required; 
• Conducts research and prepares draft summaries/presentations, as required;
• Screens incoming calls and correspondence and responds independently, when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Court/Court Operations Manager 's intranet filing system, performs data entry and scan documents; 
• Makes travel arrangements, including researching and co-ordinating itineraries, visa requirements, accommodation and other related activities for the Court/Court Operations Manager; compiles documents for travel related meetings; 
• Ensures that the administrative functions of the Court/Court Operations Manager, such as the preparation of the Time and Attendance Register for submission to the Court/Court Operations Manager, among other items, are done on a timely basis; 
• Schedules and attends Court/Court Operations Manager and committee meetings, prepares Minutes and ensures follow-up actions are done, reproduces, distributes and maintains records of minutes accordingly; 
• Exhibits good courtesy to scheduled and unscheduled visitors; 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates section mail register;
• Attends meetings externally, as may be required, for the purpose of Minute taking, conducting research, compiling supporting documents and related tasks; 
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs; 
• Composes correspondence and reports; 
• Maintains office supplies for the section by monitoring stock levels, placing and expediting orders through the Administration mechanisms, if required, and verifying receipt of supplies. 

Management/Administrative: 

• Develops Individual Work Plans based on alignment with the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences, as required;
• Prepares reports and programme documents, as required; 
• Maintains customer service principles, standards and measurements. 

Human Resource: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
• Assists with the preparation of and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent interpersonal and team management skills 
• Excellent oral and written communication skills 
• Strong analytical and problem-solving skills 
• Strong leadership skills 
• Strong customer relations skills 
• Excellent planning and organizing skills 
• Excellent judgment and decision-making skills 
• Ability to influence and motivate others 
• Proficiency in the use of relevant computer applications 

Technical: 

• Proficiency in Microsoft Office Suite and other programme applications appropriate to assigned responsibilities 
• Working knowledge of the format of Cabinet Submission and the approval process
• Excellent keyboarding dexterity 
• Solid dictation and transcribing skills 
• Working knowledge of statutes, legislation, regulations, policies and procedures that guide the operations of the section 
• General knowledge in budget cash flow preparation 
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration 
• Knowledge of research and statistical methods and techniques 

Minimum Required Qualification and Experience

• Diploma in Administrative Management or Office Administration. 

OR 

• Certificate/Diploma in the Administrative Management Level 3 from MIND or a recognised institution. 
• Two (2) years’ experience in the administrative or related environment;

OR 

• Five (5) years’ experience at the administrative or related field. 

Special Conditions Associated with the Job

• Work will be conducted in an office outfitted with standard office equipment and specialized software; 
• Will be required to travel to meetings to support the Court Operations Manager, as applicable.