Assistant Executive Secretary (OPS/SS 4)

JOB PURPOSE

The Assistant Executive Secretary reports directly to the Children’s Advocate and the National Rapporteur on Trafficking in Persons, both positions are held by the same person. The incumbent is responsible for providing administrative support to members of the Executive Unit along with the Executive Secretary. The incumbent is tasked with providing overarching assistant services to the Children’s Advocate and to give support to the Executive Secretary in the coordination of events management, general secretarial duties and office services, supports the monitoring of administrative projects, reception services to aid and enhance efficiency and to improve the effectiveness of the daily operational services to meet the needs of Office of the Children’s Advocate and the Office of the National Rapporteur on Trafficking in Persons. The incumbent will also provide both written and oral communication on behalf of the Children’s Advocate and National Rapporteur on TIP to include assisting the Executive Secretary by providing responses to queries and draft responses to correspondence for the signature of the Children’s Advocate and National Rapporteur on TIP and as such, the incumbent must possess an excellent knowledge of word processing and typing. 

KEY OUTPUTS

• Support Administrative and secretarial services appropriately to both Children’s Advocate and the general staff; 
• Provide support to the Executive Secretary with respect to the planning of consultations, workshops, training seminars and meetings; 
• Assist with the preparation of records, agenda and minutes as is required;
• Draft letters, memoranda and other documentation 
• Maintenance of proper filing system 
• Assist with maintenance of leave register for the Executive Secretariat
• Provides support with the maintenance of systems for monitoring cases received
• Provides assistance with the maintenance of assignment register

KEY RESPONSIBILITY AREAS

• Performs appropriate secretarial and administrative duties for the Children’s Advocate and National Rapporteur on TIP; 
• Provides support to coordinate meetings, conferences and other functions on behalf of the Children’s Advocate and the National Rapporteur; 
• As is required, makes, screens and places telephone calls to the Children’s Advocate and National Rapporteur; 
• Supports the Executive Secretary’s desk by providing information to direct reports of the Children’s Advocate and National Rapporteur transmitting directives, instructions and assignments and follows up on the status of assignments; 
• Prepares appropriate reports, minutes and other documentation for dissemination in a timely manner; 
• Updates the appropriate records management system for the Executive Secretariat
• Assists in the preparation and processing of outgoing documents and communication;
• Monitors the general OCA information email account by accessing and assisting with 
• appropriate responses and transmits information to the responsible officer;
• Accesses and processes appropriate mails directed to the attention of the Executive Secretariat and dispatches appropriately; 
• Directs visitors to the appropriate staff member when necessary and responds to public enquiries as is required; 
• Maintains an adequate inventory of office supplies for the Executive Secretariat by checking stock to determine inventory level and anticipating need; 
• Provides word processing and secretarial support; 
• Prepares confidential documents as is required on a word processing system;
• Assists with coordinating and making the necessary arrangements for the Annual Strategic Planning Retreat; 
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics; 
• Maintains client confidence and protects operations by keeping information confidential; 
• Supports the Executive Secretariat with historical reference by utilizing filing and retrieval systems and recorded meeting discussions; 
• Using a variety of software packages to improve efficiency, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases; 
• Devising and maintaining office systems; 
• Attending meetings and taking minutes as is necessary; 
• Liaising with staff in other departments and with external contacts when needed;
• Organizing and storing paperwork, documents and computer-based information; and
• Assist with coordinating and arranging both in-house and external events;

OTHER RELATED DUTIES 

• Providing general support to the desk(s) of the Children’s Advocate and the National Rapporteur on Trafficking in Persons, other members of the Executive Secretariat and other staff as directed by the Children’s Advocate and National Rapporteur; 
• Assisting with the typing of statements of special cases with high public interest issues 
• Any other duties that may be assigned by the Children’s Advocate and/or National Rapporteur; 

PERFORMANCE STANDARDS

• High level and quality of service delivered; 
• Confidentiality, impartiality and integrity in all operations and conduct in keeping with the Staff Orders for the Public Service, 2004, Public Service Regulations, 1961 and the Child Care and Protection Act, 2004 and any other authorized provisions; 
• Accurate and timely reports prepared in established and agreed formats; Objectives and targets met as per agreed in work plan 
• Standard care and due diligence employed in coordination and documentation of tasks; 
• Timeliness and accuracy in meeting objectives and targets; and 
• High level of professionalism and courtesy accorded to internal and external clients. 

REQUIRED COMPETENCIES

Core 

• Excellent interpersonal and communication skills 
• Action oriented and committed to meeting deadlines. 
• Excellent planning and problem solving skills 
• Excellent organizational and communication skills 
• Excellent time-management skills 
• Good research and analytical skills 
• Demonstrated team building and collaborative skills 
• Tactful and courteous 
• Thorough and detail oriented 
• Works well on own initiative 
• High level of integrity 
• Compliance oriented 
• Adapts quickly to new knowledge and skills 
• Works well in a high pressure and demanding environment with time sensitive requirements 

Technical 

• In-depth knowledge of Microsoft Office software and applications 
• Excellent command of the English Language 
• Good analytical and organizational skills
• Ability to accurately record minutes of meetings 
• In-depth knowledge of general office management policies and procedures
• Excellent tact and diplomacy 
• Ability to work in a changing environment and to be creative and innovative 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Diploma or Certificate in Business Administration/Management Studies from an accredited Tertiary Institution 
• Certified Administrative Professional (CAP) designation 
• Completion of the Executive Administrative Management (CAM – Level1) Course from MIND 
• Minimum three (3) years related experience two (2) of which should be in a similar field. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Extensive typing and note taking 
• Work beyond the normal work hours 
• The Office has high visibility and as such working environment may become extensively demanding 

LIAISES WITH:

Internally: 

• Children’s Advocate/National Rapporteur on Trafficking in Persons All members of Staff 

Externally: 

• The Parliament 
• Ministries of Government 
• Office of the Prime Minister 
• King’s House 
• Other Government Agencies 
• Business and other customer related organizations and clients 
• Non-Governmental Organizations 
• Stakeholders 

PERFORMANCE CRITERIA

The job is satisfactorily performed when: 

• All the above criteria are effectively and accurately completed within the allotted time frame 
• Established policies, standards and procedures are adhered to 
• Reports submitted are clear, concise and accurate 
• Confidentiality, dependability and sensitivity are evident in the performance of duties 
• Integrity is exhibited.