Junior Administrative Assistant

ORGANIZATIONAL RELATIONSHIP

The Junior Administrative Assistant will be report to the Immediate Supervisor.

SPECIFIC ACCOUNTABILITIES

The Junior Administrative Assistant:

• Provides a real time schedule of activities of his/her senior and books appointments/meetings etc. ensuring that there is no conflict.
• Generates reports as required.
• Transcribes minutes of meetings within the stipulated timeframe.
• Conducts research and prepares relevant presentations.
• Maintains an incoming and outgoing register of all correspondences related to the unit.
• Develops and maintains an electronic records management system.
• Assists in the generation of more complex reports for review by the immediate supervisor.
• Receives, sorts and distributes mail.
• Assist the immediate supervisor in the planning of schedules for staff assigned to the unit.
• Greets and assist visitors.
• Performs a range of routine office tasks, such as filing, copying, arranging meetings and reordering of stock for the unit.
• Coordinate repairs of office equipment and machinery.
• Perform related work as may be required by the approved Authority.

KEY KNOWLEDGE, SKILLS AND ABILITIES

• Effective communication skills, both oral and written.
• Effective planning and organization skills
• Proficient in Microsoft Office Suite
• Ability to pay attention to detail
• Ability to understand and follow oral and written instruction.

MINIMUM TRAINING AND EXPERIENCE

• Training as evidenced by the possession of an Association of Business Executives (ABE) Level 4 Diploma; or a Certificate in Public Administration (CPA) or equivalent.
• Five (5) CXC/GCE O’Level passes inclusive of Mathematics and English A.
• Minimum three (3) years’ experience in a similar or related position.
• Any equivalent combination of training or experience.

SUPERVISORY RESPONSIBILITIES

• On the Job Trainee

COMMUNICATION AND WORKING RELATIONSHIPS

Internal:

• All Line Managers/Supervisors
• All Heads of Departments
• Other members of staff

External:

• Ministry of Health
• Other Regional Health Authorities