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Administrative Support Officer

Date Posted
11th February 2018
Reference
VAC-28191
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

Suitably qualified and experienced candidates are being invited to apply for the position of Administrative Support Officer.

Job Description

Job Purpose

The incumbent will assist the Director/Senior Manager with administrative duties by providing a wide variety of complex and confidential administrative and secretarial support; and communicating information on behalf of the Director/ Senior Manager to members of the staff, stakeholders in the Forestry Department and other Senior executives of private businesses and industries, regional and international agencies to ensure the smooth and effective operation of the office.                                                                             

 

Key Responsibility Areas:

Management and Administrative Responsibilities

  • Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution;
  • Receives/hosts visitors to the Director/Senior Manager’s office
  • Under the guidance of the Director/Senior Manager, collects, collates and disseminates data of relevance to the work of the Branch as required;
  • Arranging for and scheduling appointments for the Director/Senior Manager as requested
  • Coordinates the receipt, distribution and dispatch of files and correspondences within the office to ensure that matters are addressed;
  • Schedules and coordinates meetings and workshops as directed by the Director/ Senior Manager;
  • Prepares agenda for meetings and organizes relevant information and documents;
  • Follows up on the implementation of actions from meetings and report to the Director/Senior Manager  accordingly;
  • Keep records of all deadlines that have to be met and important matters that have not been dealt with, bringing them to the attention of the director  and interfacing with the officers and Divisions/Branches/Units concerned to ensure that the deadlines are observed;
  • Studies and analyses submissions to the Director/Senior Manager and where appropriate, deals with them or otherwise brings them to early attention so that they can be addressed without delay;
  • Identifies and resolves minor problems and situations that affect the efficient flow of work in the Director’s/Senior Manager's office;

Technical/Professional

  • Maintains/updates databases; consults with Information Systems personnel regarding programming and/or data integrity problems and makes recommendation for system enhancement;
  • Liaises with external stakeholders and gathers/provides data/information on issues related to the work of the Branch as required by the Director/Senior Manager;
  • Manages the office details by relieving the Director/Senior Manager of routine requests and matters; follows established rules and procedures in responding to requests and queries; redirecting items and/or visitors to other staff members; designs and organizes the office record keeping system and ensures maintenance of files and records;
  • Promptly receive and screen incoming telephone calls to the Director/Senior Manager, providing friendly and professional greeting, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses, respond where appropriate;
  • Provide accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals;
  • Develop and maintain well-organized filing system that permits easy reference and rapid retrieval of information (manual /electronic);
  • Manages the travel agenda for the Director/Senior Manager, prepares itinerary for business trips, books travel arrangements, confirms business agendas, arranges lodging, vehicles and special events as required;
  • Attending meetings, taking, reproducing and distributing minutes in accordance with established guidelines;
  • Conducts Research on subject areas as directed by the Director/Senior Manager, or otherwise in order to inform and support the decision making process

Human Resource Management

  • Responsible for continuously expanding and updating professional knowledge and honing training skills in order to enhance individual and team innovation and productivity.

 

Required Competencies

  • Working knowledge of events planning
  • Strong customer orientation skills
  • Demonstrates high level of initiative and confidentiality
  • Methodical, well organized and with an eye for detail
  • Results oriented
  • Effective oral and written communication skills
  • Strong Interpersonal skills and a strong team player
  • Sound personal and professional integrity
  • Analytical thinking and ability to solve problems
  • Proficient Use of Microsoft Office Suite technology (Word, PowerPoint, Excel, Access and Outlook Visio, Publisher)
  • Good Organizational Skills

 

Minimum Required Education and Experience

  • Associate degree in Public Administration/Business Administration, Administrative Management
  • Two (2) years experience in a similar capacity in Government or Business Environment

Or

  • Diploma in Administrative Management (MIND), CAP, or Certified Professional Secretary designation
  • Three (3) years’ experience working in the public or private sector in an administrative capacity.

 

We thank all persons who express an interest; however, only short-listed applicants will be contacted.

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