Administrative Assistant (GMG/AM 3)

KEY OUTPUT:

• Conferences, seminars, workshops and meetings planned 
• Meetings attended, Minutes prepared and circulated 
• Correspondence prepared and distributed 
• Monthly and weekly reports collated 
• Request for the procurement of goods to include office supplies and services prepared
• Attendance Register for meeting maintained 
• Agenda for meetings prepared 
• Electronic and manual filing system managed 
• Schedules and special appointment co-ordinated 

RESPONSIBILITIES:

• Composes letters/memoranda from general instructions 
• Prepares agenda for meetings and organizes relevant information and documents 
• Takes and reproduce minutes of meetings as well as distribute in accordance with established guidelines 
• Maintains schedules of routine, special appointments and advise the Director, Licensing and Applications matters requiring prompt attention 
• Assists in the preparation and collection of standard reports 
• Responds to routine and other correspondence 
• Processes incoming and outgoing correspondence in accordance with established guidelines 
• Maintains a register of attendance at meetings 
• Establishes and maintains an effective filing system for the control and safekeeping of classified and confidential documents and reports and facilitates easy retrieval of documents/information 
• Any other related duties as assigned by the Director, Licensing and Applications

REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES:

• Well-developed communication and interpersonal skills 
• Excellent Planning and organizing skills 
• Strong customer orientation skills 
• Result oriented 
• Excellent note taking skills 
• Sound and logical approach to problem solving and task analysis 
• Ability to have sound judgement 
• Ability to work on own initiative and under pressure 
• Sound understanding of the Dangerous Drugs Amendment Act 
• Excellent knowledge of office practice and procedures 
• Strong analytical and time management skills 

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 Administrative Management Level 3 course at the Management Institute for National Development (MIND) or an equivalent course from a recognized institution.  
• Minimum two (2) years’ experience in a similar capacity in secretariat skills
• Excellent organizational and time management skills  
• Ability to work on own initiative  

Please note that only shortlisted applicants will be contacted.