Senior Administrative Assistant - Teacher Development Services

OUTPUTS:

• Reports, correspondence, spreadsheets and illustrations prepared
• Meetings and events organized 
• Correspondence typed/composed 
• Travel schedules/reservations arranged 
• Minutes prepared 
• Calls, mail and visitors handled 
• Files maintained 

KEY AREAS OF RESPONSIBILITY:

Secretarial 

• Manages the divisional head's calendar and arranges tentative schedules. 
• Makes arrangements for meetings; attends meetings and prepares and transcribes minutes; ensure s follow through with meeting decisions. 
• Opens, sorts and screens mail; drafts responses on matters for which authority has been delegated 
• Arranges for the dispatch of outgoing mail 
• Answers the telephone, screen callers, and takes and relays messages 
• Receives, greets and directs visitors to the Director, Teacher Development Services 
• Composes and types directives, bulletins, schedules, agendas and other documents. 
• Types correspondence and reports from dictation or handwritten copy 
• Maintains computerized and manual files and records including the filing, retrieval, retention, storage, compilation, coding, updating and destruction of the files 

Administrative 

• Tracks and analyses outcomes of the Tribunal 
• Prepares special and recurring divisional reports by gathering, compiling and typing information from various sources 
• Locates and compiles information and manipulate and/or format reports, graphs, tables, records and other illustrations 
• Organizes events and office activities by scheduling rooms, issuing information, coordinating speakers, and controlling the budget 
• Makes travel and accommodation arrangements as required 
• Orders office supplies for the Division and maintains all associated records 
• Receives complaints, questions and requests in person or by telephone; provides the necessary information where possible or refers persons to the relevant authorities.

Other 

• Performs other related functions assigned from time to time by the Director, Teacher Development Services. 

LIAISES WITH:

Internally: 

• All Divisions 

Externally: 

• Ministry of Education 
• Teachers 
• Schools 
• REAs 
• Members of the Public 

PERFORMANCE STANDARDS

• Correspondence and reports are prepared/typed/written in a timely manner and a high level of accuracy is maintained 
• Confidentiality, dependability, and tact are displayed in the conduct of job functions 
• Courtesy and professionalism are displayed in the conduct of duties
• Stipulated deadlines are consistently met 
• Files are accurate and up to date 
• Incoming/outgoing mail is dealt with in a timely manner 

REQUIRED COMPETENCIES

• Sound knowledge of office practices and procedures 
• Good knowledge of administrative policies and procedures within the Teacher Development Services Division 
• Working knowledge of relevant computer packages including spreadsheet, word processing, presentation and drawing software.
• Knowledge of record keeping and records/file management techniques Knowledge of the operation of standard office equipment, including photocopiers, fax machines 
• Excellent shorthand/speedwriting and typing skills 
• Excellent interpersonal skills 
• Excellent oral and written communication skills 
• Good time management and organizing skills 
• Ability to demonstrate a high level of initiative, professionalism and confidentiality 
• Good judgement and initiative 
• Ability to work with details 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree in Business Administration/Administrative Management or equivalent qualifications 
• Three (3) years working experience in an administrative position 

SPECIAL CONDITIONS

• Normal office environment 
• Required to travel to meetings locally to take minutes 
• May be required to work beyond normal hours from time to time to meet deadlines 

AUTHORITY

• Access confidential files within the Division 
• Screen callers and visitors to the Director, Teacher Development Services JD JTC