Administrative Assistant (GMG/AM 3)

Job Purpose

To provide efficient and effective administrative support services to the Senior Director, Human Resource Management and Development in a manner which allow for the efficient operations of the Human Resource functions and support the execution of practices and procedures which are consistent with the government regulations/guidelines. 

Key Outputs:

• Meetings executed 
• Reports/Minutes produced 
• Monitoring system for the HRM&D’s assets, goods and materials maintained 
• Telephone communication managed 
• Administrative and secretarial duties performed 

Key Responsibility Areas:

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Organizes meetings for the Senior Director and staff as necessitated; 
• Maintains the Senior Director’s diary electronically by recording appointments, meetings visit etc. on a day-to-day basis and confirms, cancels and reschedules appointment on the Senior Director’s behalf; Attends meetings as required, make notes and produce minutes for dissemination and follow-up action; 
• Manually and electronically logs receipt and dispatch of correspondence; 
• Handle sroutine correspondence on behalf of the Senior Director by retrieving and sending correspondence from intranet and internet; 
• Receives and disseminates information on behalf of the Senior Director’s office; 
• Creates and maintains audit reports database with weaknesses, recommendations, management response and the implementation status of recommendations; 
• Updates and maintains database with reports and documentation; 
• Follow-up with Agencies/Departments to ensure the submission of documents to aid the work of the Senior Director’s office; 
• Liaises with internal and external stakeholders; 
• Drafts letters and memoranda for the Senior Director's signature; 
• Conducts research and prepares draft responses to correspondence for vetting by the Senior Director;
• Keeps abreast of the progress of activities within the MOJ, providing background information, as well as preparing briefs for the Senior Director for participation in meetings; 
• Prepares and disseminates internal advisories from the Senior Director’s office to internal stakeholders; 
• Follow-up with entities/divisions regarding submission of management responses to communique;
• Participates in meetings, seminars, workshops and conferences as required; 
• Prepares reports and programme documents as required; 
• Issues meeting reminders for Human Resource Management/Executive Committee;
• Co-ordinates procurement activities on behalf of the HRM&D for goods and supplies and ensure the adequacy of the Branch stationery and supplies; 
• Assists with the preparation of the annual budget of the Branch;
• Reproduces confidential and other urgent correspondence and deal with urgent mail and emails as directed; 
• Acts as Recording Secretary to select Committees; 
• Performs other related functions assigned from time to time by the Senior Director. 

Performance Standards:

• Office systems, policies and procedures developed, implemented and maintained that ensures the efficient and effective operation of the organization; 
• Request for information coordinated and disseminated in keeping with agreed standards and timeframes;
• Research conducted and findings summarized are evidence-based and in keeping with agreed standards and timeframes; 
• Calendars, schedules, itineraries are efficiently coordinated and maintained, and the Director’s and team updated and briefed in a timely manner; 
• Filing system maintained and secured according to GOJ guidelines and practices; 
• Incoming and outgoing correspondence recorded and dispatched in accordance to established standards and timeframes; 
• Meetings attended, notes taken and minutes produced in accordance with the agreed standards and timeframes; 
• Director updated in a timely manner on the status of issues, assignments and matters requiring attention;
• Customer service principles maintained in keeping with the organization’s customer service charter;
• Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner; 
• Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner; 
• 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;
• Individual Work plan developed in accordance with the Corporate and Operational Plans.

Required Competencies:

Core Competencies 

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative
• Compliance
• Time Management 
• Interpersonal
• Adaptability
• Customer and Quality Focus

Technical/Functional Competencies

• Use of Technology
• Planning and Organising skills
• Analytical Skills
• Problem Solving and decision-making

Other Competencies 

• Knowledge of the Public Service Regulations, Staff Orders, Financial and Administration and Audit Act and other regulations and procedures governing the Public Sector
• Knowledge of budget cash flow preparation 
• Ability to compose correspondence and reports
• Good dictation and transcribing skills 
• Meticulous, quality conscious and thorough in the approach to organizational activities

Minimum Required Education and Experience

Qualifications and Experience 

• Associate Degree or Diploma in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences; 
• Two (2) years’ experience in an Office Management environment with at least one (1) year in Human Resource Management, as an asset. 

Authority:

• Draft documents; 
• Makes recommendations to improve the efficiency of the Director’s office 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• Will be regarded to travel to meetings to support the Director, as applicable.