Administrative Assistants (GMG/AM 2)

JOB PURPOSE

Under the direct supervision of the Unit Manager, the Administrative Assistant provides administrative and secretarial support to the unit by efficiently managing the day to day administrative and secretarial functions of the department. The incumbent also acts as a key communication link between the Manager and his/her supervisees as well as other internal and external stakeholders. The incumbent will also be expected to: 

CORE FUNCTIONS:

• Provide administrative support to the Unit and serves as a key liaison between the Manager and other managers, directors, CEOs, external organizations, groups and individuals 
• Establish, organize and ensure that the filing system is maintained 
• Draft responses to routine correspondences and dispatch to the relevant individuals/departments
• Request and manage the distribution of office stationery and supplies for the unit 
• Research and provide information to facilitate the preparation of critical reports 
• Liaise with the other Regional Health Authorities and other government departments and agencies as required 
• Prepare, submit and follow up on purchase requisitions as directed by the Manager
• Order, maintain and distribute office supplies and equipment for the division 
• Manage the onboarding of interns and assists with the completion of their assessment reports
• Maintain and update the register for all equipment and systems 
• Record, monitor and follow through on all requests 
• Prepare agendas for meetings and organize relevant information and documents 
• Record and transcribe minutes and notes and present in an acceptable format 
• Proofread documents for accuracy, completeness and conformity to established formats
• Receive and make telephone calls for the Manager, and other staff in the Unit 
• Maintain effective and efficient information storage and retrieval system both manually and electronically 
• Ensure prompt and accurate recording of the receipt and movement of correspondence
• Monitor and follow up on documents/corresponds dispatched to internal divisions and external offices, to ensure timely feedback 
• Process correspondence including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages 
• Ensure the safety of confidential files and records 
• Operate office equipment such as photocopier/scanner, fax machine 
• Compile and formulate technical and administrative reports 
• Assist with the monitoring of the division’s budget and keeps the Manager abreast of the monthly expenditure 
• Monitor the contract period of staff assigned to the department and follow up with the Human Resource Department to ensure the timely renewal of contracts 
• Prepare the Division’s annual leave roster and ensure that coverage is arranged in advance
• Maintain a record of annual vacation and other leave applications for the entire unit; and informs the Director of any habitual absents or lateness 
• Record, compile and submit approved leave applications to the Human Resource department for the Officers assigned to the unit 
• Coordinate the planning of performance evaluation exercises; and ensure that evaluation reports are submitted to the Human Resource Department 
• Under the guidance of the Manager, assist the Human Resource Development Unit with organizing training sessions, seminars and workshops for staff assigned to the division 
• In collaboration with the other Administrative Assistants, plan and coordinate staff welfare activities for the Unit 
• Maintain calendar of activities, meetings, and various events for the Manager 
• Assist with planning and coordination of orientation of new staff 
• Assist with the review of fortnightly and monthly claims 
• Perform other related functions assigned from time to time as directed by the Manager

SPECIFIC KNOWLEDGE/SKILLS REQUIRED: 

• Good interpersonal, oral and written communication skills 
• Good planning, organizing and time management skills 
• Excellent skills in teamwork and cooperation 
• Excellent integrity/ethics exercised in the performance of duties 
• Demonstrates initiative and creativity 
• Ability to work under pressure and meet deadlines 
• Tact and decorum when dealing with people and ability to work on own initiative
• Competent in: MS Excel, MS PowerPoint, MS Word and Report and Minutes Writing
• Good knowledge of administrative or office management practices and principles
• Knowledge of the Ministry’s policies and procedures 

QUALIFICATION & EXPERIENCE:

• Associate Degree in Business Administration or related fields 
• Minimum of two (2) years experience in a similar capacity 

OR

• Certificate Administrative Management - Level 2 (MIND) 
• Two (2) years of working experience in a similar capacity 
• Report and Minutes Writing Certification would be an asset 

NB: ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED