Administrative Assistant (GMG/AM 3)

Job Purpose

Under the general supervision of the Director, Public Relations and Corporate Communications, the Administrative Assistant is required to assist in the delivery of efficient and effective administrative and general office procedure services to the Public Relations and Corporate Communications Division. 

Key Responsibilities

• Assists in supporting the requirements of the approved Budget for the Division, ensuring that all expenditure are documented and accounted for according to GoJ guidelines;
• Prepares all internal and external commitments relating to the Division’s expenditure, in collaboration with the Finance and Accounts Unit of the Ministry; 
• Schedules and prioritises the engagements and appointments for the Director, and advises of matters requiring prompt attention; 
• Schedules and coordinates internal and external meetings on behalf of the Director;
• Maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all mail received; 
• Assists with research in the preparation of reports, brief and speeches for the Director’s review and Operational and Work Plans, as well as Quarterly/Monthly Status Reports, on the work of the Division; 
• Processes assigned correspondence and provides feedback to the Director, as required;
• Arranges for the printing, binding, dispatching and making photocopies of documents produced from the Director’s desk; 
• Organises meetings hosted by the Director, to include staff meetings and all other relevant meetings, to include Heads of Divisions/Branches, Heads of Agencies Meetings, and prepares Minutes, reproduces and distributes, in accordance with established guidelines; 
• Sorts and distributes correspondence (print and electronic), and assists with the follow up on special requests made of the Director; 
• Attends meetings with the Director, upon request, takes notes/minutes as required;
• Assists the Director with Ad-Hoc Reports and Quarterly Reviews, as instructed;
• Interfaces with the staff of the Ministry, Agencies and other stakeholders, and responds to problems/concerns and issues that need the Director’s attention; 
• Responds to official enquires about the work of the Division and, where necessary, refers these enquiries to the appropriate officers. 

Required Knowledge, Skills and Competencies

Technical: 

• Excellent knowledge in Office Procedures 
• Customer and quality focus 
• Good research and analysis skills 
• Able to work well with creative people and diverse groups 
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems 

Core: 

• Good oral and written and communication skills 
• Good problem solving and decision-making skills 
• Good planning and organizing skills 
• Flexibility and adaptability 
• Good interpersonal skills 
• Teamwork and cooperation 
• Sound integrity 

Minimum Required Qualification and Experience

• Diploma in Administrative Management/Business Administration or its equivalent from a recognised Tertiary Institution; 
• Training in Secretarial/Office Administration would be an asset; 
• Three (3) years’ experience in Office Administration.

Special Conditions Associated with the Job

• There can be high pressure when deadlines are to be met; 
• Travelling within and external to Jamaica is expected; 
• Extended working hours are expected, to include weekends and Public Holidays. 

Please note that only shortlisted applicants will be contacted.