Key Outputs
- Correspondence prepared
- Minutes transcribed/reproduced
- Minutes circulated
- Meetings/events coordinated
- Emails accessed and sent
- Calendar and diary of events generated and maintained
- Filing system established and maintained
- Databases updated and maintained
- Appointments/events scheduled and maintained
- Telephone calls routed
- Absence & leave record monitored
- Official documents/forms generated
- Incoming and outgoing correspondence processed/logged
- Reports submitted
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 coordinating the submission of budget information for the Branch/Division
- Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
- Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
- Updates & 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;
- Organises 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 systems to include document control procedures for the Division/Branch
- Maintain absence and leave record for the Branch/Division
- Receives and appropriately route 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 provide 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 stationaries 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 assigned from time to time
Performance Standards/Indicators
- Correspondence prepared according to agreed standard
- Correspondence prepared within specified time
- Minutes reproduced within specified time
- Incidence of errors and omissions in correspondence and minutes
- Minutes circulated within agreed time
- Meetings/events coordinated according to agreed standard
- Meetings/events coordinated within specified time
- Emails accessed and sent within specified time
- Incoming and outgoing correspondence processed according to agreed standard and within specified time
- Telephone calls answered and routed within specified time according to agreed standards
- Absence & leave record monitored within specified time according to agreed standard
- Incidence of errors and omissions in absence/leave records
- Calendar and diary of events generated and maintained within specified time
- Filing system maintained according to agreed standard
- Filing system maintained within specified time
- Incidence of errors and omissions in filing system
- Appointments/events scheduled and maintained within specified time
- Official documents/forms generated within specified time
- Reports submitted within specified time according to agreed standards
- Incidence of errors and omission in reports
Required Competencies/Skills/Knowledge
Core Competencies:
- Oral Communication
- Written Communication
- Teamwork & Cooperation
- Customer & Quality Focus
Technical Competencies:
- Administrative Management
- Planning & Organising
- Initiative
- Integrity & Confidentiality
- Interpersonal Skills
- Compliance
- Records Management
- Data Management
- Information Communication Technology
Qualification & 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.
We appreciate all responses, however only shortlisted candidates will be contacted
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