Job Purpose
Under the general direction of the Senior Director, Strategic Planning, Performance & Project Management, the Administrative Assistant is responsible for providing general technical administrative and secretarial support to the Branch. This will be achieved by managing, organizing and co-ordinating the workflow of the Branch; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Senior Director.
Key Responsibilities
Administrative/Management:
- Contributes to the development of the Division’s Strategic and Operational Plans and Budget;
- Develops Individual Work Plans based on alignment to the Division’s Plan;
- Maintains customer service principles, standards and measurements;
- Participates in meetings, seminars, workshops and conferences, as required;
- Assists with the preparation and compilation of reports, divisional budget and project documents, as required.
Technical/Professional:
- Provides administrative support to the Senior Director, Strategic Planning, Performance and Project Management;
- Manages calendar for the Senior Director and Division, which includes, but is not limited to scheduling appointments, co-ordinating meeting rooms and other preparations including refreshments, where applicable;
- Maintains office workflow, analyses operating practices and systems, and recommends improvements; implements agreed changes to increase efficiency in the Division;
- Provides support to members of the Team on specific projects, as agreed with the director;
- Prepares and modifies documents including correspondence, reports, drafts, memos 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;
- Provides offsite logistical support for retreats, seminars, conferences and other events that are organized by the Strategic Planning, Performance and Project Management Division;
- 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;
- Liaises with the Corporate Services Division as it relates to travel arrangements, including researching and co-ordinating itineraries, visa requirements, accommodation and other related activities for the Division, and compiles documents for travel-related meetings;
- Schedules and attends divisional 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;
- Responds to and follow-up on correspondence and operational commitments, as per directives of the Senior Director.
- Provides responses to official enquiries about the Ministry/Division and, where necessary, refers these enquiries to the appropriate officers;
- Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates Branch mail register;
- Attends meetings externally, as may be required, for the purpose of Minute taking, conducting research, compiling supporting documents and related tasks;
- Maintains office supplies for the Division by monitoring stock levels, placing and expediting orders through the Administration & Asset Management Branch, if required, and verifying receipt of supplies.
Human Resources:
- Participates in the preparation and implementation of presentations on role of Division for the Orientation/Onboarding programme;
- Contributes to and maintains a harmonious working environment;
- Performs all other related duties and functions, as may be required, from time to time.
Required Knowledge, Skills and Competencies
Core:
- Excellent oral and written communication skills
- Customer & Quality Focus
- Teamwork & Co-operation
- Integrity
- Compliance
- Excellent Interpersonal Skills
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
- Excellent keyboarding dexterity
- Solid dictation and transcribing skills
- 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
- Ability to compose correspondence and reports
Minimum Required Qualification and Experience
- Associate Degree in Office/Business Administration, Management Studies, Public/Business Administration, or related social sciences.
- Two (2) years’ experience in a similar environment/capacity
- Training in Office Management and/or Customer Service principles and practices would be an asset.
OR
- Diploma in Office/Business Administration/Administrative Management
- Three (3) years’ experience in a similar environment/capacity.
- Training in Office Management and/or Customer Service principles and practices would be an asset.
OR
- Any equivalent combination of qualification and experience.
Please note that only shortlisted applicants will be contacted.
