Administrative Assistant (GMG/AM 3)

Under the general supervision of the Programme Coordinator, the Administrative Assistant is required to assist the Programme Coordinator with administrative duties to ensure the achievement of the Programme’s activities.

 

Main Responsibilities

  • Participate in the development of the Operational Plan and budget for the Ophthalmology Centre
  • Provide administrative support to the Eye Care Centre and medical team
  • Procure sundries and other items for the Eye Care Centre
  • Certify and commit claims for payments
  • Compile information for reports
  • Provide confidential secretarial and administrative support to the Programme Coordinator
  • Provide effective and efficient communication and liaison; extracting and organizing data/information in required format
  • Update the personal records of the staff and prepare the performance evaluation reports for the staff
  • Locate and compile data or information from files
  • Prepare calendar and inform others of deadlines and other important dates
  • Prepare agenda and minutes of meetings
  • Type letters, memoranda and miscellaneous correspondence
  • Responsible for office equipment and supplies and maintenance scheduling
  • Maintain inventory of all assets, medical supplies and stationery for the programme
  • Liaise with patients on queries relating to appointment dates etc.
  • Schedule the transportation of the medical staff and patients as required

 

Key outputs

  • Monthly, quarterly, annual and ad hoc reports prepared on a timely basis
  • Material and equipment inventory records maintained
  • Re-order level developed for supplies
  • Bills certified and commitment requisition prepared on a timely basis
  • Screening Roster circulated on a timely basis
  • Agenda, action sheet and minutes developed and circulated timely
  • Letter, memorandum and correspondence typed and submitted on a timely basis
  • Budget prepared in a timely manner
  • Goods and Services procured on a timely basis

 

Special Conditions associated with the job

Work beyond normal working hours as the need arise

 

Required competences

  • High level of confidentiality
  • Knowledge of GOJ procurement guidelines/Ministry’s policies and procedures
  • Good organizational and management skills
  • Excellent Oral and Written Communication Skills; Excellent Interpersonal Relations skills
  • Competent in Microsoft Office Suite
  • Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
  • continuous attention to detail is required in composing, typing and proofing materials, establishing priorities and meeting deadlines

 

Qualification/Skills/Experience

  • Associate Degree in Business  Administration or equivalent
  • 4 CXC subjects, including Mathematics and English
  • Minimum of three(3) years experience in a similar position

 

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Interested persons may apply in writing accompanied by resumes. Applications must be submitted no later than Wednesday, February 20, 2019 to:

Director
Human Resource Management & Development
Ministry of Health
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm

Please note that responses will be sent to short- listed applicants only.