Administrative Assistant (GMG/AM 3)

JOB PURPOSE

To provide comprehensive administrative and clerical support to the Corporate Communications and Public Relations Branch to ensure the efficient coordination of daily operations, correspondence management and reporting activities.

The role supports the Director and Branch staff by managing records, schedules, documentation, shared correspondence channels and logistical arrangements in accordance with established Government policies and procedures.

KEY OUTPUTS

• Accurate and up-to-date filing and records management system maintained.
• Branch’s shared email inboxes monitored, and correspondence routed within established service standards.
• Monthly and quarterly performance reports compiled and submitted within required timelines.
• Meetings and official engagements scheduled and supported efficiently.
• Minutes prepared accurately and submitted on time.
• Administrative documentation produced in a timely and professional manner.
• Budget and procurement documentation compiled and submitted as required.
• Stakeholder enquiries acknowledged and referred appropriately.
• Office supplies and administrative resources adequately maintained.

KEY RESPONSIBILITY AREAS

Administrative & Executive Support

• Provide administrative and clerical support to the Director and Branch staff.
• Manage calendars, schedule appointments and coordinate meetings as directed.
• Prepare, format and distribute correspondence, memoranda, reports and other documents.
• Record and prepare minutes of meetings within agreed timelines.
• Maintain confidentiality of official information and documentation.

Performance Reporting Coordination

• Compile and format the Branch’s monthly and quarterly performance reports using information submitted by assigned officers.
• Track submission deadlines and follow up to ensure timely receipt of required inputs.
• Ensure reports are properly formatted and submitted within established reporting timelines.
• Maintain organised records of submitted performance reports for audit and reference purposes.

Email & Correspondence Management

• Monitor and manage the Branch’s shared email inboxes on a daily basis.
• Log, acknowledge and route incoming correspondence to the appropriate officer for action.
• Issue routine responses using approved templates where applicable.
• Track outstanding matters and follow up to ensure timely responses in accordance with service standards.
• Maintain organised electronic records of correspondence.

Attendance & Time Reporting Coordination

• Monitor and maintain attendance records for the Branch using the Electronic Time Tracking and Guest Login System (ETTGLS).
• Generate and compile periodic attendance reports in accordance with Ministry requirements.
• Identify and report discrepancies or incomplete entries to the Director for review and follow-up.
• Liaise with the Human Resource Management and Development Department on routine attendance documentation matters as required.
• Maintain organised attendance records in accordance with record-keeping standards.

Records & Information Management

• Maintain and update physical and electronic filing systems in accordance with records management standards.
• Log, track and distribute incoming and outgoing correspondence.
• Maintain and update contact lists and stakeholder databases.
• Organise and archive speeches, statements, releases and related documents for reference purposes.
• Conduct follow-up on routine administrative matters as required.

Event & Logistical Support

• Provide administrative and logistical support for press conferences, briefings, meetings and official engagements as directed.
• Coordinate venue arrangements, documentation preparation and distribution of approved materials.
• Liaise with relevant internal units to support scheduling and logistical requirements.

Budget & Procurement Support

• Assist in compiling documentation for the Branch’s operational plans and budget submissions.
• Prepare requisitions and supporting documents for procurement in accordance with Government procedures.
• Liaise with the Finance & Accounts Unit regarding routine administrative matters related to payments and supplies.

Office Operations

• Maintain adequate stock levels of stationery and office supplies.
• Coordinate document reproduction, scanning and distribution.
• Ensure orderly maintenance of administrative records and office systems.

PERFORMANCE STANDARDS

• Records maintained accurately and updated in a timely manner.
• Shared email inbox monitored daily and correspondence routed or acknowledged within agreed timelines.
• Monthly and quarterly performance reports compiled accurately and submitted within established deadlines.
• Attendance data monitored regularly and discrepancies reported promptly.
• Attendance reports submitted accurately and within required timelines.
• Meetings scheduled and supported without disruption.
• Minutes prepared accurately and submitted within agreed timelines.
• Procurement documentation submitted in compliance with Government procedures.
• Office supplies maintained to ensure uninterrupted operations.

REQUIRED COMPETENCIES

Core

• Strong organisational and time management skills
• Attention to detail and accuracy
• Good written and oral communication skills
• Professional customer service orientation
• Ability to maintain confidentiality
• Ability to work effectively under pressure
• Initiative and adaptability

Technical

• Proficiency in Microsoft Office Suite and relevant office applications
• Knowledge of records management and office procedures
• Working knowledge of Government administrative processes
• Ability to manage electronic filing and shared inbox systems

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Diploma in Business Administration, Mass Communication or related discipline.
• Five (5) CSEC or GCE O’Level subjects including English Language & Mathematics
• Minimum of three (3) years’ experience in an administrative support role, preferably within Government or a similar environment.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Operates in a fast-paced environment with externally driven deadlines.
• May be required to support activities outside normal office hours during major events.
• Required to maintain professionalism in high-visibility situations.