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Administrative Assistant, Human Resources (GMG/AM 3)

Date Posted
24th August 2017
Reference
VAC-26702
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

To provide efficient and effective administrative support services to the Senior Director, Human Resource Management and Administration to ensure that the practices and procedures used are consistent with the Government Regulations/Guidelines.

Job Description

KEY OUTPUTS

  • Meetings executed
  • Reports/Minutes produced
  • Monitoring system for the HRM&A’s assets, goods and materials maintained
  • Telephone communication managed
  • Administrative and secretarial duties performed

 

KEY RESPONSIBILITY AREAS

  • To provide administrative support to the Human Resource Management and Administration Division and serve as a central point of liaison with other Heads of Units and external organizations, group and individual
  • Maintains a database for Contract Officers
  • Types reports, correspondence, memos, forms, agendas;
  • Proof reads documents for accuracy, completeness and conformity to established formats;
  • Co-ordinates activities for a variety of meetings, attends meetings, take notes and prepares minutes;
  • Screen visitors and phone calls intended for the Senior Director;
  • Receives dictation
  • Follow up on the directives given and requests made by the Snr. Director
  • Issues meeting reminders for Human Resource Management/Executive Committee
  • To co-ordinate and provide administrative services for the internal functioning of the unit.
  • Co-ordinates procurement activities on behalf of the HRM&A for goods and supplies and ensures the adequacy of the Office’s stationery and supplies;
  • Assists with the preparation of the annual budget of the Division;
  • Research and provides information to the Snr. Director to facilitate the preparation of critical reports;
  • Reproduces confidential and other urgent correspondence and deals with urgent mail, faxes and emails as directed.
  • Acts as Secretary to select Committees
  • Performs other related functions assigned from time to time by the Senior Director

 

PERFORMANCE STANDARDS

  • Queries appropriately directed
  • Accurate documents and correspondence prepared for distribution
  • Pertinent and comprehensive information provided within the prescribed time frame and format
  • Minutes prepared are accurate and dispatched within agreed time frame
  • Action agenda prepared and presented within specified time frame
  • Confidentiality, integrity and professionalism displayed in the execution of the duties and personal conduct at all times

 

REQUIRED COMPETENCIES

Core Competencies

  • Oral Communication
  • Written Communication
  • Integrity
  • Team Work & Cooperation
  • Initiative
  • Compliance
  • Time Management
  • Interpersonal
  • Adaptability
  • Customer and Quality Focus

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

Qualifications and Experience

  • Certificate in Administrative Management (CAM) Level 2 with at least five (5) years secretarial experience.

 

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