JOB PURPOSE
Under the direction of the Senior Director, the Administrative Assistant assists with the planning and execution of the programme of activities for the Branch and provides administrative support to aid in the efficient and smooth operations in achieving the objectives of the Branch.
KEY OUTPUTS
- Reports/plans drafted and submitted;
- Information research, classified and stored;
- Budget/cash flow drafted;
- Records and filing system maintained;
- Letters and correspondences prepared and dispatched;
- Electronic Diary maintained, meetings and appointments arranged;
- Office equipment and supplies, managed;
- Workshops, conferences, meetings and logistical arrangements, coordinated;
- Meeting notes/briefings prepared
- Required travel arrangements concluded
- Messages are recorded and delivered;
- Individual work plan prepared;
KEY RESPONSIBILITY AREAS
Technical/Professional Responsibilities
- Researches information, classifies and stores data;
- Develops and maintains an efficient filing system;
- Reviews, collates and edits quarterly, monthly and annual reports for submission to the Principal Director;
- Reviews and updates schedules re work/assignment status;
- Coordinates all activities related to the preparation of the Branch budget, strategic plan, corporate and operational plans, individual work plans, performance appraisal reports and leave schedules to ensure submission within stipulated deadlines;
- Point of contact in the coordination of all actionable items pertaining to the Branch portfolio;
- Liaises with all the key stakeholders and coordinates all activities associated with the Branch;
- Monitors and follows up on actions arising out of the activities;
- Liaises with staff members and other stakeholders on matters related to activities of the Branch;
- Attends meetings, workshops and conferences as needed, record proceedings and produce minutes/notes/briefings/action items;
- Requests and verifies monthly cash flow statements requested from Finance and Accounts;
- Receives, verifies and records all correspondences requiring the immediate attention of the Branch;
- Acquires knowledge of the branch/unit’s operations, working knowledge of the policies, procedures, practices and protocols so as to be able to respond appropriately to enquiries, requests or issues for assistance, as necessary;
- Makes travel arrangements on behalf of the manager and other staff members as instructed;
- Schedules appointments through consultation with the manager as well as provide files and background information on matters for discussion;
- Composes letters, memoranda and reports for signature and respond to routine correspondence;
- Scans, photo-copy, send emails and routine documents /correspondence as required;
- Maintains a system to control and to ensure the safekeeping of confidential documents, files and reports. Ensure that it is updated accordingly;
- Carries out the relevant duties as they relate to being Recording Secretary for Meetings;
- Conducts research on related matters using the appropriate sources;
- Manages the stationery and office supplies portfolio;
Departmental Human Resource Responsibilities
- Maintains harmonious relationships with colleagues.
Customer Service Responsibilities
- Adheres to established customer service principles, standards and measurements.
Other Responsibilities
- Performs any other related function as assigned.
PERFORMANCE STANDARDS
- Calendars, schedules, itineraries are efficiently coordinated and maintained and the Principal Director updated and briefed in a timely manner;
- Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner;
- Meetings and events are efficiently and effectively coordinated and managed so as to ensure the achievement of meeting/events objectives;
- Office equipment and supplies managed in accordance with established standards.
- Workshops, conferences, meetings and logistical arrangements coordinated within an agreed timeframe and in accordance with established guidelines.
- Registers are up to date and maintained.
- Messages are recorded and acted upon in a professional manner.
- Draft reports and minutes are produced according to established standards.
- Travel arrangements concluded in a timely manner and accordance with established protocols.
- Letters and correspondences are prepared and dispatched according to established norms and protocols.
- Research conducted is thorough and findings and conclusions sound;
- Movement of files and correspondences coordinated and allows for the easy and quick retrieval of information;
- Database is kept current and facilitate the completion of assignments in a timely manner and in accordance with established standards;
- Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information;
- Confidentiality of information and communication, oral and written, is maintained at all times;
- Priorities are determined and tasks scheduled to meet deadlines;
REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION
- Knowledge of administrative and office procedures.
- Knowledge of related GOJ protocols.
REQUIRED SKILLS & COMPETENCIES
- Proficiency in Microsoft Office suite;
- General knowledge in budget cash flow preparation;
- Knowledge in Strategic Planning;
- Knowledge of office management and administrative procedures and practices;
- Knowledge of the principles and practices of public administration;
- Knowledge of research and statistical methods and techniques;
- Ability to compose correspondence and reports;
- Excellent interpersonal skills and able to work as part of a team;
- Excellent verbal and written communications skills with time management skills;
- Able to apply good judgement, exercise initiative and cope well under pressure.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- An Associate’s Degree in Business Administration OR Management OR AND
- Successful completion of the Certificate Administrative Management (CAM) OR equivalent from an accredited school such as MIND. AND
- Three (3) years of related working experience at a senior level.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- This is a typical office environment, with no adverse working conditions.
- There can be pressure on a periodic basis.
- Required to travel occasionally.
AUTHORITY TO
- As may be delegated from time to time.
LIAISE WITHIN THE MINISTRY:
| POSITION TITLE | PURPOSE OF COMMUNICATION |
| Principal Director, Research & Policy Development | Direct reporting |
| CTD | Obtain and share information |
| Directors and Unit Heads within the Branch | Obtain and share information |
| Other members of staff | To communicate information and receive information |
LIAISE EXTERNALLY TO THE MINISTRY:
| POSITION TITLE | PURPOSE OF COMMUNICATION |
| Cabinet Office, OSC, General Public | Dealing with enquiries, redirecting them to staff etc. |
| Heads of Departments & Agencies | Provide and obtain information |
| Relevant parties within the MDAs | Provide and obtain information |
| Relevant stakeholders in Corporate Jamaica | Provide and obtain information |
| General Public | Dealing with enquiries, redirecting them |