Administrative Assistant (GMG/AM 3)

Job Purpose

Under the general direction of the Director, Corporate Communications and Public Relations, the Administrative Assistant is responsible for providing general administrative and clerical support to the Division. He/She will provide general technical, administrative and secretarial support, including managing, organizing and co-ordinating the workflow of the Division, implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects, as determined by the Director. 
 

Key Responsibilities 

Technical/Professional: 

• Manages the calendar for the Division, which includes, but is not limited to scheduling appointments, co-ordinating meeting rooms and preparations, including refreshments, where applicable; 
• Maintains office workflow, analyzes operating practices and systems and recommends improvements; implements agreed changes to increase the Branch’s efficiency;
• Provides support to members of the Team, on specific projects, as agreed with the Senior Director; 
• Prepares and modifies documents, including correspondences, reports, drafts, memoranda and emails; takes and transcribes dictation and composes and prepares confidential correspondence, technical reports and other complex documents; 
• Assists with the logistical operations of the Division, with respect to the duties assigned, including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions and undertakes associated research and follow-up actions, as required; 
• Conducts research and prepares draft summaries/presentations, as required;
• Screens incoming calls and correspondence and responds independently, when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and 
• spreadsheet files and manages the Division's Intranet filing system, performs data entry and scans documents; 
• Makes travel arrangements, including researching and co-ordinating itineraries, visa requirements, accommodation and other related activities for the Branch and compiles documents for travel-related meetings; 
• Ensures that the administrative functions of the Division, such as the preparation of the Time and Attendance Register for submission to the Human Resource Management and Development Branch, among other items, are done on a timely basis; 
• Schedules and attends Division and Committee Meetings, prepares Minutes, and ensures follow-up actions are done, reproduces, distributes and maintains records of Minutes, accordingly. 
• Exhibits good courtesy to scheduled and unscheduled visitors; 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates Division’s Mail Register;
• Attends meetings externally, as may be required, for the purpose of Minute-taking, conducting research, compiling supporting documents and related tasks; 
• Maintains Equipment Register; ensures completion of scheduled preventive maintenance and arranges repairs; 
• Maintains office supplies for the Division by monitoring stock levels, placing and expediting orders through the Public Procurement and Administration and Asset Management Branches, if required, and verifying receipt of supplies. 

Management/Administrative: 

• Contributes to the development of the Division’s Strategic and Operational Plans and Budget;
• Develops Individual Work Plans based on alignment with the Division’s Plan;
• Maintains customer service principles, standards and measurements; 
• Participates in meetings, seminars, workshops, and conferences, as required.
• Prepares reports and project documents, as required. 

Human Resource: 

• Participates in the preparation and implementation of presentations on the role of the Division/Unit for the Orientation/Onboarding Programme; 
• Contributes to and maintains a harmonious working environment; 
• Performs all other related duties and functions required from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Customer and quality focus 
• Teamwork and co-operation
• Sound integrity 
• Compliance 
• Good interpersonal skills 
• Change management 

Technical: 

• Proficiency in Microsoft Office Suite and other programme applications appropriate to assigned responsibilities 
• Working knowledge of the format of Cabinet Submission and the approval process
• Working knowledge of statutes, legislations, regulations, policies, and procedures that guide the operations of the Section 
• General knowledge in budget cash flow preparation 
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration 
• Knowledge of research and statistical methods and techniques 
• Excellent keyboarding dexterity 
• Solid dictation and transcribing skills 
• Ability to compose correspondence and reports 

Minimum Required Qualification and Experience

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

Special Conditions Associated with the Job

• The environment is fast-paced with ongoing interactions with critical stakeholders and meeting tight deadlines, which will result in high degrees of pressure, on occasions;
• Frequent intra-island travel; 
• Extended working hours. 

Please note that only shortlisted applicants will be contacted.