Administrative Assistant (GMG/AM 2)

Key Responsibilities

Management/Administration: 

• Produces follow-up action sheet for Manager and provides reminders; 
• Prepares Minutes of meetings and circulates notices of meetings and Agenda;
• Prepares and submits documents/correspondence on behalf of the Manager;
• Composes/types and distributes routine correspondence; 
• Receives, opens, sorts and distributes incoming and outgoing correspondence;
• Maintains a register of Attendance for staff and meetings; 
• Updates and maintains databases; 
• Initiates and monitors responses to queries and other requests from internal and external customers; 
• Manages administrative tasks; 
• Schedules, arranges and attends meetings and takes and transcribes Minutes;
• Arranges conferences, seminars, workshops and other events; 
• Schedules and maintains diary of appointments for Manager; 
• Ensures the timely preparation and circulation of notices, Minutes and other requisite documentation required for meetings as advised by the Manager; 
• Prepares, in consultation with Manager, action list arising from meetings; establishes tracking system for monitoring follow-up action; 
• Follows up with procurement with respect to the progress of requisitions;
• Prepares Vacation Leave Roster and maintains record of all leave taken by staff;
• Receives the travel plans weekly and maintains an Itinerary of all drivers in the Section;
• Screens and redirects incoming telephone calls to the Manager and/or records messages as necessary; 
• Screens and directs visitors to the relevant office/section; 
• Satisfies customers’/clients’ requests and responds to queries; 
• Oversees the logistical arrangements for the successful staging of conferences, seminars and workshops organized by the Section; 
• Maintains a catalogue of all official technical reports and other documents produced by the Unit and initiates action on requests for information by referral to the Manager and redirecting as advised; 
• Maintains a database of external entities related to the work of the Section;
• Maintains and upgrades filing system for all records of the Section; 
• Screens and maintains records of all incoming calls and outgoing long-distance calls, and telephone bills by submitting to respective Officers for payment for personals calls prior to payment approval by Manager; 
• Manages and maintains an inventory of stationery and office supplies for the Section;
• Maintains inventory of office furniture and equipment, and initiates action for repairs when necessary; 
• Assists the Manager in the preparation of the Annual Budget, Operational, Unit and Work Plans for the Section; 
• Undertakes background research on various related matters and drafts reports/correspondence for perusal by the Manager; 
• Reads and analyzes incoming memoranda, submissions and reports, and determines their significance and plans their distribution; 
• Responds to routine requests/queries from internal and external clients; 
• Liaises with internal and external stakeholders on various matters on behalf of the Manager;
• Checks claim forms for members of the Section in respect of overtime for accuracy and completeness; 
• Contributes to and maintains a system that fosters a culture of teamwork, cohesiveness and commitment to the Section’s and Ministry’s goals; 
• Keeps the Manager informed on all matters pertaining to the Section/Branch;
• Maintains customer service principles, standards and measurements; 
• Maintains a conduct of professionalism, integrity and confidentiality; 
• Performs any other related duties that may be assigned from time to time by the Manager.

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills; 
• Excellent analytical skills; 
• Good interpersonal skills; 
• Good customer and quality focus skills; 
• Good problem-solving and decision-making skills; 
• Good leadership skills; 
• Good teamwork and co-operation skills;
• Good planning and organizing skills; 
• Good networking skills and the ability to manage the client interface;
• Ability to apply initiative; 
• Good integrity; 
• Compliance. 

Technical: 

• Proficiency in the use of word processing, data base management, spreadsheet and graphics software applications; 
• Good report writing skills; 
• Good research skills; 
• Knowledge of Records Management; 
• Knowledge of the operations of Government/Ministry’s policies and procedures. 

Minimum Required Qualification and Experience

• Diploma in Public Administration or Business Administration or Management Studies;
• Three (3) years’ experience at the Senior Secretarial level. 

OR 

• Five (5) CXC/GCE O’level subjects including Mathematics/Accounts, Principles of Business, and English Language; 
• Five (5) years’ experience at progressively senior secretarial or administrative positions;
• Certificate in Administrative Management - Level 2 from the Management Institute for National Development (MIND); 
• Certification of proficiency in the relevant computer software applications. 

Please note that only shortlisted applicants will be contacted.