Records Officer (PIDG/RIM 2) Operations Division – Percy Junor Hospital

Job Purpose

Under the supervision of the Operations Manager, the incumbent will be responsible for providing secretarial support to the Operations Manager as it relates to compiling of reports, assisting in maintaining files and updating the Operation Software, assisting in vetting claims, and providing other administrative support. 

Minimum Qualification and Experience:

• Minimum four (4) subjects at GCE O’Level/CXC General Proficiency level inclusive of EnglishLanguage and Mathematics. 

Plus 

• Two (2) years’ experience at a clerical level in Administration within a public sector organization. 

Required Knowledge/Skills/Specialized Techniques:

• Working knowledge of the Financial Administration and Audit Act (FAA Act)
• Working knowledge of the Staff Orders 
• Working knowledge of accounting principles & practices 
• Knowledge of computer applications (Microsoft Office) 
• Excellent time management ability to meet tight deadlines 
• Good human relations skills 
• Minutes taking skills

Key responsibilities will include:

• Assists the Operations Manager in vetting claims 
• Maintains general records for Operations Manager by ensuring that information is kept accurate and up-to-date at all times. 
• Provides routine office support as making copies, faxing, answering telephones, prepares correspondence for mailing, and delivering and picking up correspondence.
• Compiles reports from existing records including Drivers’ Checklist Daily Assignment
• Takes and transcribes minutes of meetings: security, other contractors, project team etc.
• Ensure queries of customers/visitors to the unit are received and referred/attended to in a timely manner using effective communication techniques. 
• Prepares monthly attendance, punctuality reports for staff so to verify allowances beyond normal working hours 
• Orders and maintains inventory or stationer used in the department 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED