Administrative Assistant (AM 4) - Social Justice Division

Job Purpose 

To provide efficient and effective administration support services to the Principal Director Social Justice Division. This involves handling information requests and performing clerical/secretarial functions such as preparing correspondences, receiving visitors, arranging calls, interacting with both internal and external clients. 

Key Outputs:

• Records Maintained 
• Documents Produced 
• Reports Generated 
• Filing System Maintained 
• Mail recorded and distributed 
• Appointments/meetings scheduled 

Key Responsibility Areas:

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Prepares reports and programme documents as required 
• Prepares minutes of meetings; 
• Reviews, prioritizes and communicates incoming and outgoing electronic communications on behalf of the Principal Director 
• Takes and transcribes notes and produces documents. 
• Monitors the maintenance of an effective record keeping system for correspondence, reports, meeting minutes, supplies, and other sources of information. 
• Records and distributes incoming and outgoing mail. 
• Drafts response to routine correspondence for relevant signature. 
• Assists with the preparation of budgets for the Unit. 
• Schedules and coordinates meetings, appointments and/or similar activities for staff and the Principal Director, Social Justice which may include coordinating travel and lodging arrangements.
• Requests and manages the disbursement of stationery and supplies to the Justice Centres and Victim Services Offices. 
• Liaises with other departments and operating units in the resolution of day-to-day administrative and operational problems. 
• Ensures the proper use and preventative maintenance of general office equipment.
• Supports the preparation of trainings and seminars organized by the Child Diversion/Restorative Justice/Victim Services Programme. 
• Drafts and compiles monthly, quarterly and annual reports for the Ministry and external stakeholders/partners where necessary. 
• Coordinates and schedules meetings with Social Justice Division Staff and National Oversight Committee members. 
• Maintains basic knowledge of the operations of the Division; 
• Assists with the preparation of presentations on role of Division/Unit for the Orientation and Onboarding programme
• Advises callers with whom to communicate regarding specific issues; 
• Advises callers of the relevant officer’s availability and takes messages in his/her absence or unavailability; 
• Replies to routine queries arriving and directing other queries to the appropriate official;
• Apprises stakeholders of personnel changes within the Division 
• Serves as an effective liaison between supervisors and internal and external contacts.
• Assists with follow-up task tracking and communications. 
• Coordinates with other administrative/secretarial staff on key projects, tasks, meetings, and/or events
• Perform any other related duties assigned from time to time. 

Performance Standards:

This job is satisfactorily performed when: 

• Shared electronic folders, calendars and work diary maintained in keeping with agreed standards and timeframes; 
• Correspondence (letters, memoranda etc.) drafted and finalized in keeping with agreed standards and timeframes; 
• 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 
• Draft reports in accordance with the prescribed formats and within the agreed time-frame
• Confidentiality, integrity and professionalism displayed in the execution of the duties and personal conduct at all times

Required Competencies:

Core Competencies 

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

Technical/Functional Competencies 

• Use of Technology
• Analytical Thinking
• Planning and Organizing
• Social skills
• Managing the client interface

Other Competencies

• Excellent keyboarding dexterity 
• Solid dictation and transcribing skills 
• Ability to compose and edit written material
• General knowledge in budget cash flow preparation 
• Knowledge of office management and administrative procedures and practices

Minimum Required Education and Experience

Qualifications and Experience 

• First degree in Administrative Management 

OR

• Diploma in Secretarial Studies, Administrative Management, Management Studies or equivalent
• Four (4) CXC subjects at the General proficiency level including English Language 
• Three (3) years related working experience 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the field. 

Authority:

• To provide information to customers and callers; 
• To recommend repairs/replacement of machinery and equipment. 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• Will be regarded to travel to meetings to support the Principal Director, as applicable.

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.