Administrative Assistant (St. Thomas Regional Office)

Job Scope:

Reporting to the Manager, the Administrative Assistant is responsible for the provision of administrative support to the St. Thomas Regional Office. Additionally, the incumbent coordinates inter and intra-departmental communications, plans and organises departmental meetings, prepares correspondence, as well as maintains a proper records management system to facilitate easy access and security of files in the Department.  

Core Functions:

• Provides administrative support to the Manager.
• Prepares routine correspondence and produces other documents as required. 
• Screens and refers calls to the relevant officers.
• Receives and directs visitors to the Department.
• Receives, opens, sorts and distributes incoming correspondence. 
• Coordinates departmental meetings, prepares/compiles appropriate meeting documents and follows up on post- meeting actions and decisions. 
• Attends meetings, records minutes and reproduces the same for circulation. 
• Generates monthly reports on the performance of the Department. 
• Manages calendar app with activities, assignments, campaigns and events for the Department.
• Maintains an up-to-date departmental records management system. 

Minimum Qualifications and Experience:

• Associate degree or diploma in Business Administration, Management Studies or equivalent qualifications from a recognised institution 
• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation desirable
• At least two (2) years’ experience at the senior secretarial level in a comparable working environment. 

Knowledge, Skills and Competencies

• Good communication, interpersonal and customer relations skills 
• Good organisational and time management skills
• Ability to maintain confidentiality and exercise discretion
• Displays integrity and professionalism 
• Knowledge of administrative practices and procedures
• Knowledge and understanding of records and file management systems 
• Ability to transcribe material in a clear, accurate and acceptable manner 
• Proficient in Microsoft Office software – Word, Excel, PowerPoint, Outlook Express, etc.  

We thank all applicants for their expressions of interest; however, only shortlisted candidates will be contacted.