Administrative Assistant (GMG/AM 2) - Technical Services & Network Division

Key Outputs

• Correspondence prepared
• Minutes transcribed/reproduced
• Minutes circulated
• Meetings/events coordinated
• Emails accessed and sent
• Calendar and diary of events generated and maintained
• Filing system established and maintained
• Databases updated and maintained
• Appointments/events scheduled and maintained
• Telephone calls routed
• Absence & leave record monitored
• Official documents/forms generated
• Incoming and outgoing correspondence processed/logged
• Reports submitted

Key Responsibilities

Professional/Technical:

• Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from draft or verbal.
• Composes routine correspondence; copies, disseminates and post documents and information as directed.
• Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers
• Assists with coordinating the submission of budget information for the Branch/Division
• Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
• Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
• Updates & maintains databases in a timely manner
• Provides support for meetings by;
• Making arrangements for venue/meeting room and refreshments, projector, etc.
• Recording and generating accurate and timely minutes of meetings
• Produces and distributes action sheet, agenda and reports for meetings
• Preparing and compiling documents for review/circulation
• Ensuring the circulation of minutes prior to meetings
• Monitors the schedule for secretarial support and devotion for staff meetings
• Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
• Organises and maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all incoming and outgoing mails
• Maintains an appropriate system to control and safeguard confidential documents, files and reports
• Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
• Maintains and supports an effective records management systems to include document control procedures for the Division/Branch
• Maintain absence and leave record for the Branch/Division
• Receives and appropriately route phone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority
• Ensures that urgent matters are re-routed for immediate attention in the absence of the Director
• Produces follow-up action for Directors and Managers and provide timely reminders
• Assists with the planning of staff activities and other NLJ events as directed
• Photocopies and collates documents as required;
• Prepares and maintains adequate supply of official forms/documents and stationaries for the Division/Branch
• Provides administrative support for Board of Management Committee Meetings as assigned
• Maintains a relief telephone operator register/schedule for the switchboard
• Provides relief support for the switchboard as assigned
• Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
• Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.
• Prepares report as directed
• Performs any other related duties assigned from time to time

Performance Standards/Indicators

• Correspondence prepared according to agreed standard
• Correspondence prepared within specified time
• Minutes reproduced within specified time
• Incidence of errors and omissions in correspondence and minutes
• Minutes circulated within agreed time
• Meetings/events coordinated according to agreed standard
• Meetings/events coordinated within specified time
• Emails accessed and sent within specified time
• Incoming and outgoing correspondence processed according to agreed standard and within specified time
• Telephone calls answered and routed within specified time according to agreed standards
• Absence & leave record monitored within specified time according to agreed standard
• Incidence of errors and omissions in absence/leave records
• Calendar and diary of events generated and maintained within specified time
• Filing system maintained according to agreed standard
• Filing system maintained within specified time
• Incidence of errors and omissions in filing system
• Appointments/events scheduled and maintained within specified time
• Official documents/forms generated within specified time
• Reports submitted within specified time according to agreed standards
• Incidence of errors and omission in reports

Required Competencies/Skills/Knowledge

Core Competencies:

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

Technical Competencies:

• Administrative Management
• Planning & Organising
• Initiative
• Integrity & Confidentiality
• Interpersonal Skills
• Compliance
• Records Management
• Data Management
• Information Communication Technology

Qualification & Experience

• Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution with passes in Five (5) CSEC or equivalent subjects including English Language
• Two (2) years’ related experience working in an administrative capacity or related environment
• Proficiency in the relevant computer software applications

Special Condition Associated with the Job

• May be required to work outside of normal working hours from time to time to include weekends.

We appreciate all responses, however only shortlisted candidates will be contacted