Administrative Officer 1

Key Responsibility Areas

Technical/Professional Responsibilities

• Assist with compiling the supplies and material resources of the Branch’s budget by advising on usage patterns of the various collections, materials and services and their costs.
• Manage the inventory and distribution of office supplies for the Branch.
• Manage the Branch's documentation system by maintaining document classification, filing, storage, retrieval, and security of confidential files and documents.
• Assist with the arrangements and orientation of new team members.
• Maintain physical and digital filing systems.
• Prepare reports and written materials for presentations, meetings and conferences.
• Process incoming and outgoing emails and any other correspondence.
• Input and update information in databases and spreadsheets.
• Handle incoming and outgoing telephone calls, direct callers to appropriate personnel, and schedule appointments.

Management/Administrative Responsibilities

• Support team members in implementing the PMAS by providing forms and copies and ensuring all completed documentation is within the required timeframe.
• Maintain leave files for all team members.
• Coordinate logistics for meetings hosted by the Director or the Management team, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes; and reproducing and distributing according to established guidelines.
• Coordinate travel arrangements for overseas engagements and training for team members.
• Manage the calendar for the Branch’s management team.
• Collaborate with other administrative staff and support others as directed.

Customer Service Responsibilities

• Assures the maintenance of customer service principles, standards, and measurements.

Other Responsibilities

• Performs all other duties and functions required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Compiles with Health & Safety Policies & Procedures

Required Skills/Competencies

Core

• Strong digital literacy skills.
• Excellent interpersonal skills, professional and courteous demeanour, excellent office and phone etiquette.
• Excellent written and verbal communication skills.
• Strong initiative and resourcefulness skills.
• Strong decision-making skills.
• Strong customer service skills.
• Ability to work independently.
• Ability to multitask and prioritise tasks effectively.
• Strong event planning and coordination skills.
• Excellent teamwork and cooperation skills.
• Excellent data management and entry skills, including maintaining and improving filing systems
• Strong planning, organising and problem-solving skills.
• Excellent calendar management skills, including coordinating meetings and travel arrangements, among other things.
• High level of professionalism, integrity and confidentiality.

Technical 

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High-performance output in terms of accuracy and efficiency.

Minimum Required Education and Experience

• Associate Degree in Business Administration, Management Studies, Public Administration, Administrative Management or a related field from an accredited tertiary institution

OR

• Certified Administrative Professional designation or completion of Certificate in Administrative Management (Level 3/4).
• At least two (2) years of administrative support experience.
• Training in records management and exposure to office management.

Special Conditions Associated With The Job

• Work will be conducted in various offices outfitted with standard equipment and specialised software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls into the Director’s office.