Administrative Assistant (GMG/AM 2)- Hope Gardens

KEY OUTPUTS

• Letters, memoranda, and other documents reproduced  
• News Releases for print and electronic media reproduced  
• News Releases circulated and follow-up calls made  
• Media Advisories reproduced and disseminated  
• Speeches/Messages for the Ministers formatted and packaged.  
• Briefs for Ministers, Permanent Secretary, Chief Technical Director prepared for Radio/TV Talk Show/News interviews – formatted and packaged  
• Telephone calls – screened, information given, callers re-routed  
• Incoming and outgoing correspondence recorded and dispatched. 
• Schedule of requests for speeches, messages, and statements maintained
• Up-to-date Filing System maintained 
• Up-to-date Newspaper Clipping File maintained 
• Director’s Diary - maintained and timely reminders given 
• Attendance register - monitored  
• Minutes prepared and circulated 
• Reports prepared and submitted 
• Social media website monitored 
• Photos and video footage filed 
• Events and logistics arranged and managed eg. Contracting catering services, preparing venue, banner, plants etc. 
• Weekly “MOA in the News” compiled, packaged, and disseminated.  

KEY RESPONSIBILITY AREAS:

Management/Administrative Responsibilities 

• Takes dictation – letters, memoranda etc and reproduces them electronically
• Circulates News Releases to Media Houses 
• Prepares Media Advisories for circulation to the Media Houses requesting coverage for the Ministers at Ministry-spearheaded events 
• Circulates briefs for the Ministers, Permanent Secretary, Chief Technical Director etc, prepared for Radio/ TV Talk Show/News interviews 
• Maintains incoming and outgoing correspondence registers 
• Maintains a schedule of requests for speeches, messages, greetings etc for Director/PR Officer’s action 
• Maintains an efficient filing system to ensure that files are secure and readily available at all times 
• Updates the Unit’s Newspaper Clippings File on a monthly basis 
• Maintains the Director’s Diary, gives timely reminders, and conducts follow-up activities on matters pending. 
• Monitors the attendance register in the Communication and Public Relations Unit and prepares monthly attendance reports for submission to the Human Resource Management Division at the end of each month. 
• Compiles, packages and disseminates the Weekly “MOA in the News”.  

Other Responsibilities  

• Performs any other related duties which may be assigned from time to time by the Director, Communications and Public Relations. 

PERFORMANCE STANDARDS

• Key deliverables produced within agreed timeframes to meet both internal and external deadlines e.g., monthly attendance reports, media advisories etc 
• Correspondence and documents produced in a confidential manner, in the established formats, and within the given timeframe 
• Reports and Minutes accurately reproduced in the established format and within the set timeframe 
• Filing system maintained in accordance with set guidelines 
• Information accurately researched and produced within the given timeframe 
• Telephone calls answered professionally, and calls directed promptly 
• Appointments and meetings are scheduled accurately and officers are informed promptly
• Accurate information disseminated within the agreed timeframe 
• Confidential files are maintained and secured in accordance with set guidelines
• Incoming and outgoing mail accurately registered and dispatched 
• Visitors screened and directed to the relevant office promptly 
• Diary maintained and appointments scheduled on a daily basis 
• Messages accurately taken and delivered promptly 
• Confidentiality and professionalism exercised at all times 

REQUIRED COMPETENCIES

Core  

• Good customer relations and quality focus skills  
• Excellent oral and written communication skills 
• Excellent planning and organization skills 
• Excellent interpersonal skills 
• Very good time management 
• Good teamwork and cooperation skills 
• Ability to exercise initiative and flexibility 

Technical 

• Proficient in the relevant computer applications  
• Sound knowledge of the organization’s/unit’s functions and work programmes
• Good working knowledge of web-based research technique 
• Knowledge of Records Management 
• Knowledge of Office Procedures 
• Minute and Report Writing 
• Proficient in Shorthand at a speed of 100-120 w.p.m. 
• Proficient in Typewriting at a speed of 50-55 w.p.m. 

MINIMUM REQUIRED QUALIFICATION/EXPERIENCE

• Associate Degree in Management Studies or Public Administration plus four(4) years experience in a similar role. 

OR 

• Two (2) or more passes in CXC/GCE O’Level subjects including English Language and a numeric. 
• Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND) course 
• Proficiency in typewriting at 50-55 words per minute, and shorthand at a speed of 100-120 wpm 
• Training in the relevant software application e.g., word processing, database, and spreadsheet. 
• Four-five (4-5) years of general office experience 

OR 

• Graduate from an accredited school of Secretarial Studies 
• English Language at CXC/GCE O’Level 
• Proficiency in typewriting at 50-55 words per minute, and shorthand 100-120 wpm Training in a variety of Microsoft software applications e.g. word processing, database, and spreadsheet 
• 4-5 years of general office experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Very stressful environment based on the time frame established externally for delivering materials, often with little or no notice. Additionally, when deadlines are scheduled, there may be more than one competing event in a single day, for which writing and organizational support are required. 

Please note that we thank all for responding, but only short-listed applicants will be contacted.