Administrative Support Officer (GMG/SEG 1)

Key Responsibilities

Technical/Professional 

• Receives, reads and screens incoming correspondence and reports; makes preliminary assessment of material and follows-up to ensure that action is completed; 
• Accesses, assesses and sends e-mails via the internet; 
• Assembles and disseminates information to internal and external personnel;
• Assists with the development and preparation of the Division’s Budget;
• Ensures compliance within budgetary allocations; 
• Prepares and processes documents; reviews for accuracy and completeness; updates information and makes the required changes; 
• Proofreads and edits documents prepared for the Permanent Secretary’s signature;
• Produces documents and reports; transcribes and circulates Minutes; 
• Responds to routine correspondence; 
• Receives and screens visitors prior to audience with the Permanent Secretary;
• Assists with the management of the Permanent Secretary’s appointment Diary, including scheduling appointments and liaising with internal and external personnel;
• Responds to requests, inquiries and complaints from organizations and the general public, refers persons to the relevant officers and follows through on the resolution of issues;
• Assists with conducting research and collating information and documents for the Director, Administrative Services; 
• Monitors responses to matters that have been passed to Officers’ desks for action;
• Maintains an efficient filing system; 
• Accompanies the Permanent Secretary at meetings, seminars and conferences, takes notes and records Minutes; 
• Transcribes and circulates Minutes of meetings, prepares and disseminates Agenda;
• Arranges meetings, conferences and other events as directed by the Permanent Secretary by notifying participants, arranging accommodation, preparing agendas and materials for presentation and information; 
• Arranges domestic and foreign travel schedules, reservations and accommodation for the Permanent Secretary and other staff members; 
• Contacts the Ministry of Foreign Affairs and Foreign Trade for the necessary Visas, Passports and other official documents on behalf of the Permanent Secretary and other members of staff; 
• Writes itineraries and arranges official overseas visits; 
• Liaises with the Travel Agents regarding airline tickets; 
• Follows-up with the Ministry’s Finance and Accounts Division regarding payments for foreign exchange to procure per diem for officers travelling overseas; 
• Prepares documentation associated with the procurement of, and the payment for procured goods and services; 
• Monitors and controls the distribution of office supplies to staff with the Executive Office Directorate; 
• Maintains service schedules and requests servicing and repairs to office equipment as necessary; 
• Keeps staff abreast of policy changes related to official overseas travel; 
• Produces and submits reports; 
• Performs any other related duties, which may be assigned by the Director, Administrative Services. 

Required Knowledge, Skills and Competencies

Core: 

• Good interpersonal skills 
• Good oral and written communication skills 
• Excellent customer service and customer relations skills 
• Strong planning and presentation skills 
• Good problem solving and decision-making skills 
• High level of integrity and professionalism 
• Good judgment and organizational skills 
• Analytical thinking, teamwork and co-operation 
• Good organization and time management skills 

Technical: 

• Knowledge of the operations of the Government/Ministry 
• Knowledge of the Civil Service regulations and procedures, the FAA Act
• Proficiency in speedwriting and typewriting 
• Ability to transcribe material in a clear, accurate and acceptable manner.
• Records Management skills 
• Proficiency in the use of Microsoft applications 
• Sound knowledge of web-based research techniques 
• Knowledge of General Office Administration and Procedures 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Management/Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Three (3) years’ experience in an Administrative capacity. 
• Training in the use of Microsoft Office applications. 

OR 

• Associate Degree in Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Four (4) years’ experience in an Administrative capacity 
• Training in the use of Microsoft Office applications. 

Special Conditions Associated with the Job

• May be required to travel island wide. 
• May be required to work beyond normal work hours, on weekends and holidays.
• Should possess a reliable motor vehicle and be the holder of a valid Driver’s License 

Please note that only shortlisted applicants will be contacted.