Administrative Assistant

Key Responsibilities Areas

Administrative 

• Assists technical staff with preparations for training sessions in corporate and rural areas. 
• Prepares special and recurring departmental reports by gathering, compiling and typing information from various sources. 
• Prepares special and recurring departmental reports by gathering, compiling and typing information from various sources. 
• Locates and compiles information and manipulates and/or formats reports, graphs, tables, records and other illustrations using the relevant computer software. 
• Makes travel and accommodation arrangements as required. 
• Orders office supplies for the department and maintains all associated records.
• Orders office supplies for the department and maintains all associated records
• Ensures the maintenance of efficient manual and computerized systems of filing and securing of official and confidential records and facilitates access to information and speedy retrieval 
• Receives complaints, questions and requests in person or by telephone; provides the necessary information where possible or refers persons to the relevant authorities 

Secretarial 

• Manages the department head’s calendar and arranges tentative schedules.
• Makes arrangements for meetings; attends meetings and prepares and transcribes minutes; ensures follow through with meeting decisions and actions.
• Opens, sorts and screens mail; drafts responses on matters for which authority has been delegated. 
• Arranges for the dispatch of outgoing mail. 
• Answers the telephone, screens callers, and takes and relays messages.
• Receives, greets, and directs visitors to the department.
• Composes and types directives, bulletins, schedules, agendas, and other documents. 
• Types correspondence and reports from dictation or handwritten copy.
• Maintains files/databases/records including filing, retrieval, retention, storage, compilation, coding updating and destruction. 

Required Skills & Competence

• High level of confidentiality, integrity and professionalism 
• Excellent human relations skills 
• Excellent written and oral communication skills 
• Good time management and organizing skills 
• Ability to work with details 
• Good judgment and initiative 
• Sound knowledge of office practices and procedures 
• Good knowledge of departmental policies and procedures 
• Knowledge of record keeping and records/file management techniques
• Working knowledge of relevant computer packages including spreadsheet, word processing, presentation and drawing software 

Minimum Required Qualification and Experience

• Diploma in Business Management or any equivalent qualification plus at least five (5) years’ post qualification experience. 

OR 

• CPS qualification plus at least three (3) years’ post qualification experience.

OR 

• Associate of Science Degree in Business Administration from a recognized tertiary institution plus at least two (2) years’ experience in Office Management. 

Only shortlisted applicants will be contacted.