Administrative Assistant (GMG/AM 2)

Job Purpose

Under the supervision of the Director, Criminal Civil and Family Law (CCFLU), the Administrative Assistant provides administrative support services that enhance the Director’s Office and the operations of the Unit in general. The Administrative Assistant coordinates the activities of the office, organizes meetings, and manages/monitors the Director’s calendar, drafts reports and other documentations; undertake research on special projects to support the work of the Director and to allow for the efficient operation of the Unit and the delivery of service to its clients. 
 
Key Outputs:

• Calendar/schedules created and maintained 
• Itineraries/meetings coordinated and arranged 
• Visitors/phone calls received and responded to 
• Incoming issues researched, prioritized and processed 
• Director briefed and updated 
• Cabinet decisions received and actioned 
• Corporate, operational and work plans Budget/cash flow prepared 
• Requests for information researched/provided 
• Database kept up-to-date and current information available 
• Administrative systems maintained 

Key Responsibility Areas:

• Manages the calendar of schedules and appointments on behalf of the Director;
• Prepares audio visual presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed; 
• Reviews, collates and edits reports for submission to the Director and other stakeholders as directed
• Composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential 
• Produces and distributes action minutes of meetings; follows up on actions to be taken;
• Coordinates all activities related to the preparation of the section’s budget, corporate and operational plans, individual work plans, performance appraisal reports, leave schedules and training needs analysis to ensure submission within stipulated deadlines; 
• Ensures Cabinet Decisions are received and actioned as directed/appropriate; 
• Communicates directly on behalf of the Director with Executive management, staff, external clients/customers stakeholders and others, on matters related to the Director’s Office; 
• Functions as a liaison for smooth communication between the Director’s Office and internal divisions in a manner that serves to maintain credibility, trust and support with senior management and staff;
• Ensures visitors and incoming calls to the Director’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate; 
• Works closely with the Director to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate; 
• Processes all correspondence addressed to the Director; and routes correspondence and documents as appropriate to allow for the efficient operation of the section; 
• Researches, prioritizes, and follows up on incoming issues and concerns escalated to the Director including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate; 
• Conducts on-line and off-line research at the request of the Director; 
• Coordinates the receipt, distribution and dispatch of files and correspondence within the section to ensure that matters are settled in accordance with service standards. 
• Ensures confidential files and records management systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards;
• Maintains and updates databases, consults with Information Systems Personnel regarding programming problems and/or data integrity and makes recommendations for system enhancement;
• Maintains knowledge of the section’s operations, working knowledge of the policies, procedures and practices to be able to respond appropriately to enquiries, requests or issues; 
• Prepares reports and research documents as required; 
• Assist with the prepares and delivery of presentations as needed. 
• Assists with the preparation and conducts presentations on role of Unit for the Orientation and Onboarding programme. 
• Performs all other related duties and functions as may be required from time to time. 

Performance Standards:

This job is satisfactorily performed when: 

• Calendars, schedules, itineraries are efficiently coordinated and maintained and the Director updated and briefed in a timely manner; 
• Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner; 
• Meetings and events are efficiently and effectively coordinated and managed so as to ensure the achievement of meeting/event objectives; 
• Communication between the Director’s office, internal divisions and external stakeholders is conducted in a manner that serves to maintain the credibility, trust and support of senior management and staff;
• Director updated in a timely manner on the status of issues, assignments and matters requiring attention; 
• Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner; 
• Cabinet Decisions actioned in a timely manner; 
• Research conducted is thorough and findings and conclusions sound; 
• Movement of files and correspondences coordinated and allows for the easy and quick retrieval of information; 
• Database is kept current and facilitate the completion of assignments in a timely manner and in accordance with established standards; 
• Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information; 
• Confidentiality of information and communication, oral and written, is maintained at all times;
• Priorities are determined and tasks scheduled to meet deadlines; 
• Administrative systems are established and maintained that ensures the efficient and effective operation of the section, confidentiality, easy retrieval, safe custody and an audit trail. 

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies 

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Records Management 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Key Competencies

• Ability to compose and edit written material
• Solid dictation and transcribing skills 
• Tact and decorum when dealing with people
• Working knowledge of the format of Cabinet submission and the approval process 
• Working knowledge of regulations, policies and procedures that guide the operations of the section
• General knowledge in budget and cash flow preparation
• Knowledge of office management and administrative procedures and practices
• Knowledge of research and statistical methods and techniques
• Ability to compose correspondence and reports

Minimum Required Education and Experience

Qualifications and Experience 

• Diploma in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences; 
• Two (2) years’ experience in an Office Management environment. 

Authority:

• N/A 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• Will be required to travel to meetings to support the Director, as applicable.

The Ministry of Justice thanks all applicants for their interest, however only those shortlisted will be contacted