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Administrator

Date Posted
15th June 2017
Reference
VAC-26067
Sector
Secretarial, Administrative & Clerical
Job Type
Contract
Location
Kingston
Salary
Not Disclosed

Job Summary

To provide administrative support to the Justice Centre

Job Description

KEY OUTPUTS

  • Records Maintained
  • Documents Produced
  • Reports -Generated
  • Filing System monitored
  • Appointments/meetings scheduled


KEY RESPONSIBILITY AREAS

  • Serves as a liaison officer for the Parish Managers to acquire relevant information
  • Takes and transcribes notes and produces documents
  • Schedules and coordinates meetings/training/workshops at the Centre
  • 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
  • Reproduces confidential and other urgent correspondence and deals with urgent mail, faxes and emails as directed
  • Types reports, correspondence, memos, forms, agendas
  • Drafts response to routine correspondence for relevant signature
  • Research and provides information to facilitate the preparation of critical reports
  • Provides customer care support to clients
  • Performs any other duties as assigned


PERFORMANCE STANDARDS
This job is satisfactorily performed when:

  • Documents are accurately produced within agreed timeframe to required standard
  • Filing system is maintained according to established Records Management standards
  • Mail processed and distributed within the agreed timeframe
  • Appointment diaries are accurately updated as requested
  • Confidentiality and integrity are exercised
  • Customer service standards maintained


REQUIRED COMPETENCIES
I. Core Competencies

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


II. Technical/Functional Competencies

  • Use of Technology
  • Analytical Thinking
  • Planning and Organising
  • Time Management


III. Other Competencies

  • Ability to compose and edit written material
  • Ability to record minutes and transcribe meeting notes
  • Ability to work under pressure and meet deadlines
  • Tact and decorum when dealing with people


MINIMUM REQUIRED EDUCATION AND EXPERIENCE
Qualifications and Experience

  • CXC/GCE O’level English Language; successful completion of the Certificate in Administrative Management (CAM) level 2 at the Management Institute for National Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus 4-5 years general office experience.

OR

  • Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e.g. word processing, database and spreadsheets; English Language at CXC/GCE O’level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus 4-5 years general office experience.

Continuous Professional Development

  • Attend relevant training on emerging trends and practices within the field.
  • Network within the profession and relevant associations to keep abreast with the industry.


SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Work beyond normal office hours


We thank all applicants for their interest, but only those shortlisted will be contacted.
 

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