Administrative Assistant (GMG/AM 2) - Child & Adolescent Mental Health Clinic

KEY DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Unit and serves as a central point of liaison with other Heads of Units and external organizations, groups and individuals 
• Monitors the division’s budget and keeps the Manager abreast of the monthly expenditure
• Establishes, organizes and ensures that the filing system is maintained
• Compiles and formulates technical and administrative reports 
• Drafts responses to routine correspondences and dispatches to the relevant individuals/departments 
• Researches and provides information to facilitate the preparation of critical reports
• Monitors the contract period of staff assigned to the department 
• Coordinates the preparation of the Unit’s vacation leave roster and ensures it timely submission 
• Monitors and follows through on all maintenance requests 
• Responds to inquires and follows through with accurate and reliable information
• Maintains and compiles annual leave roster the entire unit 
• Prepares, submits and follows up on purchase requisitions as directed by the Psychologist
• Orders, maintains and distributes office supplies and equipment for the division 
• Manages the onboarding of interns and assists with the completion of their assessment report 
• Assists with planning and coordination of performance evaluation exercises
• Assist with planning and coordination of orientation of new staff 
• Assist with the organizing of training sessions, seminars and workshops for staff assigned to the Unit 
• Assists with the preparation of the annual budget and operational plan 
• Coordinates the planning of staff welfare activities for the Unit 
• Performs other related functions assigned from time to time as directed by the Psychologist 

SKILLS/COMPETENCIES AND SPECIALIZED KNOWLEDGE:

• Good interpersonal and customer relations skills 
• Good planning and organizing skills 
• Excellent time management skills 
• Good oral written and communication skills 
• Excellent skills in teamwork and cooperation 
• Excellent integrity/ethics exercised in the performance of duties 
• Demonstrates initiative and creativity 
• Flexible and adaptable to change 
• Ability to work under pressure and meet deadlines 
• Sets and maintains high-performance standards pays close attention to detail
• Competent in: MS Excel, MS PowerPoint, MS Word and Report and Minutes Writing
• Knowledge of the Ministry’s policies and procedures 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• May be required to work outside of normal working hours 

QUALIFICATION & EXPERIENCE:

• Associate Degree in Business Administration or related fields 
• Minimum of two (2) years experience in a similar capacity 
• Report and Minutes Writing Certification would be an asset 

NB: ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED