Administrative Assistant (GMG/AM 3) - St. Elizabeth Local Office

Key Responsibilities

Technical/Professional: 

• Assists with the co-ordination and dissemination of information/documents to various clients (staff/media/general Public/Public Sector); 
• Ensures that documents are dispatched through the most effective means, depending on the urgency of correspondence; 
• Schedules appointments and provides prompt and accurate information to callers/visitors/clients; 
• Processes calls, visitors and correspondence directed to the Sections;
• Assists clients, both in person and on the phone, by supplying information or referring them to the appropriate source; 
• Establishes and maintains good working relationships with both internal and external customers of the Section; 
• Records and distributes incoming and outgoing correspondences, ensures that they are properly directed, and do any follow-up work necessary; 
• Makes photocopy and faxes documents, as necessary; 
• Maintains the stock level of stationery within the Section; 
• Maintains and continually updates database with names, telephone, fax numbers, e-mail and addresses of clients; 
• Assists in the preparation of Corporate, Operational Plans and Budget for the Section and the Centre; 
• Produces documents and reports, and transcribes Minutes for circulation;
• Conducts research and collates documents for conferences and press briefings;
• Conducts extensive research to satisfy queries/questions on behalf of the Parish Manager/Regional Director; 
• Responds to routine and other correspondence; 
• Ensures the Parish Manager/Regional Director is kept abreast of relevant information on issues relating to the Local Office; 
• Monitors matters that have been passed to Parish Manager/Regional Director’s desk for action; 
• Represents the Parish Manager/Regional Director at meetings, seminars and conferences, and records Minutes; 
• Arranges meetings and logistics; 
• Co-ordinates preparation for the Parish Manager/Regional Director’s overseas travel, where applicable; 
• Ensures compliance within budgetary constraints; 
• Maintains diary and schedules appointments; 
• Assists the Telephone Operator in answering telephone calls, finding out problems, and providing the necessary information and guidance sought; 
• Assists in the management of correspondence; 
• Keeps records of all deadlines to be met and important matters to be dealt with;
• Assists the Records Officer with the management of files; 
• Receives and screens visitors, prior to audience with Parish Manager/Regional Director;
• Accesses and sends e-mail via internet; 
• Assembles and disseminates information to internal and external personnel, as requested; 
• Performs any other related duties that may be assigned, from time to time, by the Parish Manager/Regional Director. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Integrity 
• Teamwork 
• Customer and quality focus 
• Good analytical thinking skills 
• Good planning and organizing skills 
• Compliance
• Good problem-solving skills 

Technical: 

• Technology and innovation 
• Relationship Management skills 
• People Management skills 
• Academic leadership skills 

Minimum Required Qualification and Experience

• Associate Degree or Diploma in Business Administration or a comparable certification;
• Two (2) years’ experience in a similar position. 

Special Condition Associated with Job

• May be required to work long hours beyond typical office hours. 

Please note that only shortlisted applicants will be contacted.