Administrative Assistant - (GMG/AM 3)

KEY OUTPUTS

• Calendar/electronic diary maintained 
• Office systems, policies and procedures developed, implemented and maintained
• Request for information coordinated and disseminated  
• Research conducted and findings summarized 
• Meetings scheduled and coordinated 
• Telephone and written communication properly done 
• Filing system maintained and secured 
• Incoming and outgoing correspondence recorded and dispatched 
• Travelling register maintained 
• Meetings attended, notes taken and minutes produced 
• Customer service principles maintained 
• Monthly status reports prepared 
• Reports prepared 
• Individual Work plan developed 

KEY RESPONSIBILITY AREAS

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Organizes meetings for the PFO and staff as necessitated; 
• Maintains the PFO’s diary electronically by recording appointments, meetings visit etc. on a day-to day basis and confirms, cancels and reschedules appointment on the PFO’s behalf;
• Attends meetings as required, makes notes and produces minutes for dissemination and follow-up action; 
• Manually logs receipt and dispatch of correspondence; 
• Handles routine correspondence on behalf of the PFO by retrieving and sending correspondence from intranet and internet; 
• Receives and disseminates information on behalf of the PFO’s office; 
• Creates and maintains audit reports database with weaknesses, recommendations, management response and the implementation status of recommendations; 
• Updates and maintains database with reports and documentation; 
• Assists with formatting and issuance of reports and documents produced by the PFO’s office;
• Follows-up with Agencies/Departments to ensure the submission documents to aid the work of the PFO’s office; 
• Maintains monthly attendance reports for PFO’s office; 
• Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official; 
• Addresses matters relating to the general maintenance of the PFO’s office;
• Liaises with internal and external stakeholders; 
• Drafts letters and memoranda for the PFO's signature; 
• Conducts research and prepare draft responses to correspondence for vetting by the PFO;
• Keeps abreast of the progress of activities within the MOJ, providing background information, as well as preparing briefs for the PFO for participation in meetings; 
• Makes travel and accommodation arrangements for the PFO when necessary;
• Prepares and disseminates internal advisories from the PFO’s office to internal stakeholders;
• Follows-up with entities/divisions regarding submission of management responses to communique;
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office; 
• Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues. 
• Develops Individual Work Plans based on alignment to the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and programme documents as required; 
• Maintains customer service principles, standards and measurements. 
• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals; 
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme. 

Other Responsibilities 

Performs all other duties and functions as may be required from time to time.  

PERFORMANCE STANDARDS

• Office systems, policies and procedures developed, implemented and maintained that ensures the efficient and effective operation of the organization; 
• Request for information coordinated and disseminated in keeping with agreed standards and timeframes; 
• Research conducted and findings summarized are evidence-based and in keeping with agreed standards and timeframes; 
• Calendars, schedules, itineraries are efficiently coordinated and maintained, and the PFO’s and team updated and briefed in a timely manner; 
• Filing system maintained and secured according to GOJ guidelines and practices;
• Incoming and outgoing correspondence recorded and dispatched in accordance to established standards and timeframes; 
• Travelling register maintained in keeping with the agreed standards and timeframes;
• Meetings attended, notes taken and minutes produced in accordance with the agreed standards and timeframes; 
• PFOupdated in a timely manner on the status of issues, assignments and matters requiring attention;
• Customer service principles maintained in keeping with the organization’s customer service charter;
• Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner;
• Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner; 
• Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information; 
• Confidentiality of information and communication, oral and written, is maintained at all times;
• Individual Work plan developed in accordance with the Corporate and Operational Plans. 

REQUIRED COMPETENCIES

Required Competencies:

• Core Competencies 
• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Compliance
• Customer and Quality Focus
• Interpersonal
• Adaptability?

Technical/Functional Competencies

• Use of Technology
• Analytical Thinking
• Planning and Organising
• Problem solving

Other Competencies

• Excellent knowledge of the Public Service Regulations, Staff Orders, Financial and Administration and Audit Act and other regulations and procedures governing the Public Sector
• Comprehensive knowledge of government accounting principles, circulars and practices 
• Ability to cope well under pressured working conditions and to meet deadlines.
• General knowledge in budget cash flow preparation
• Ability to compose correspondence and reports
• Knowledge of the principles and practices of public administration 
• Solid dictation and transcribing skills 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Associate Degree or Diploma in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences; 
• Two (2) years’ experience in an Office Management environment. 

AUTHORITY

• Draft documents; 
• Makes recommendations to improve the efficiency of the PFO’s office. 

SPECIAL 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 PFO, as applicable.