Administrative Assistant (GMG/AM 2)

KEY OUTPUT:

• Calendar with scheduled appointments updated. 
• Meetings planned and coordinated. 
• Correspondence prepared and distributed. 
• Reports prepared. 
• Agenda for meetings prepared 
• Comprehensive filing systems for electronic and manual records maintained.
• Action items and follow-up assigned by or to the Human Resource Management and Development Unit managed. 
• Minutes of assigned meetings prepared. 
• Stationery and Supplied for the Unit requested. 

RESPONSIBILITIES:

• Composes letters/memoranda from general instructions. 
• Reads and analyses incoming correspondence, submissions, and reports to determine significance and distribution. 
• Answers the telephone, screens callers, and takes and relays messages. 
• Maintains schedules of routine, special appointments and advises the Director on matters requiring prompt attention. 
• Responds to requests and inquiries as directed. 
• Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, and /or presentation software as required. 
• Assists in the organization of events and activities to include scheduling rooms and issuing information. 
• Maintains and monitors a schedule of meetings and other events for the unit.
• Makes travel and accommodation arrangements for Director as required 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Human Resource Management and Development and the other sections/units 
• Research and analyses data and prepared draft reports on administrative matters or other informational materials as required. 
• Attends meetings in order to record minutes as requested. 
• Complies, transcribes and distributes minutes of meetings within established timelines. Other Responsibilities 
• Any other related duties as assigned by the Human Resource Management and Development 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE:

• 5 CXC or GCE ‘O’ Level subjects including English Language and Mathematics or a numeric subject; successful completion of the prescribed Secretarial/Administrative Management Course of study at the Management Institute for National Development (MIND) or equivalent Course. 
• Minimum 2 years’ experience in a similar capacity in secretariat skills
• Excellent organizational and time management skills 

Please note that only shortlisted applicants will be contacted.