Administrator (GMG/AM 3)

Job Purpose

Under the direct supervision of the Director, Human Resource Management and Development, the Administrator is responsible for assisting the Director with administrative duties by providing a wide variety of routine, complex and confidential administrative and secretarial support, in a manner that enhances the work processes and operations of the office. 

Key Responsibilities

Management/Administration: 

• Composes letters/memoranda from general instructions; 
• Reads and analyses incoming correspondence, submissions and reports in order to determine significance and distribution; 
• Answers the telephone, screens callers, and takes and relays messages; 
• Maintains schedules of routine, special appointments and advise the Director on matters requiring prompt attention; 
• Responds to requests and inquires; 
• Prepares reports, memorandums, letters and other documents, using word processing, spreadsheet, database, and /or presentation software; 
• Assists in the organizing of events and activities by scheduling rooms and issuing information; 
• Maintains and monitors the schedule of meeting events for the Unit; 
• Makes travel and accommodation arrangements, as required; 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Human Resource Management and Development and the other Divisions/Units; 
• Researches and analyses data and prepared draft reports on administrative matters or other informational materials required; 
• Attend meetings in order to record Minutes; 
• Complies, transcribes and distributes Minutes of meetings; 
• Any other related duties as assigned by the Human Resource Management and Development. 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills 
• Good document and file management skills 
• Good planning and organizing skills 

Technical 

• Good knowledge of the Public Service Regulations and the Staff Orders for the Public Service. 
• Ability to prepare documents using Microsoft Suite 

Minimum Required Qualification and Experience

• Associate Degree in Administrative or Office Management 
• Certificate in Secretarial Studies; 
• Three (3) years secretarial/administrative experience in a related field.

OR 

• Administrative Management (Level 3) or equivalent from a recognized institution;
• Four (4) CXC subjects including English and Mathematics or any other numeric subject;
• Four (4) years secretarial/administrative experience in a related field. 

Special Conditions

• May be required to work beyond regular working hours 
• Spend long hours sitting and using office equipment 
• May be required to travel island wide 

Please note that only shortlisted applicants will be contacted.