Administrative Assistant

Key Outputs:

• Application case files checked 
• Applications processed 
• Board decisions disseminated 
• Assistance with plans and reports provided 
• Preliminary research conducted 
• Minutes, letters and memoranda prepared 
• Monthly, Quarterly, Annual Reports drafted 
• Records maintained 
• Contribution to Annual Reports provided 
• Meetings, trainings and consultations coordinated 

Key Responsibility Areas

Management/Administrative Responsibilities 

• Develops Individual work plan based on alignment with the Branch’s Operational and Strategic Plan. 
• Assist with the coordination of the Branch’s meetings and functions relating to the operations of the Branch. 
• Participates in meetings, workshops, seminars and other events as needed. 

Technical/Professional Responsibilities 

• Checks application case files for completeness prior to submission to the Board for Appeal.
• Collate application case files. 
• Attends Board Meetings or Appeals Panel and take minutes of decisions arrived at in respect to each application. 
• Process new applications, update the Applications Database and dispatch accordingly.
• Disseminates relevant decisions to the pertinent Branches of the Authority. 
• Conducts research to assist with the preparation of reports, data presentations and other documents.
• Schedules and arranges meetings, training sessions, visits etc., coordinates documents or activities that may be needed before meetings. 
• Answer queries and prepares responses to requests from stakeholders. 
• Maintain confidential records and files. 
• Request items for discussions from the relevant persons and prepares agenda for the monthly staff meetings; assists with the arrangement for other meetings as directed. 
• Composes meetings notes from sessions held by the Division. 
• Receives telephone calls and visitors, makes appointments and confirms meetings.
• Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients. 
• Maintains schedule of all appointments and official engagements of the CEO and issues reminders of ensure fulfillment. 
• Prepares presentation for CEO’s meeting based on information provided. 

Performance Standards:

• Filing system developed in keeping with Authority’s established guidelines for records management Research conducted is based on established research standards and guidelines and submitted within agreed timeframe 
• Case files are complete and thorough 
• Decisions from Board disseminated in agreement with prescribed timeframes 
• Number of correspondences processed vs number received 
• Travel arrangements finalized within agreed time period 
• Notes produced in accordance with format stipulated and produced within deadline stipulated

Required Competencies:

Technical Competencies 

• Working knowledge of the GOJ Procurement policies and guidelines 
• Use of relevant computer applications and office productivity tools 
• Knowledge of research methodologies 
• Demonstrated levels of customer service skills 

Core Competences 

• High level of integrity 
• Meticulous and pays keen attention to details 
• Excellent interpersonal skills 
• Sound communication skills (written and oral) 
• Teamwork and cooperation
• Ability to work well under pressure and navigate multiple deadlines 
• Use of initiative and understanding 
• Good time management and organizational skills 

Minimum Required Education and Experience

• Associate degree in Public Administration, Business Administration or related discipline
• One (1) year working experience in a similar capacity 

OR 

• Diploma in Business Administration or related discipline 
• Two (2)years working experience in a similar capacity 

PLUS 

• Five (5) CSEC subjects including English and Mathematics 

ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK.

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.