Team Administrative Officer

Job Purpose

Under the direct supervision of the Director/Manager, the Team Administrative Officer/Administrative Officer 1 is responsible to:

• Provide research, technological and administrative support to the Directors.
• Manage office support systems and resources to ensure the effective and efficient functioning of the office.
• Make decisions when the executive is unavailable.
• Write correspondences and create reports.

Key Responsibility Areas

Technical/Professional Responsibilities

• Assists with compiling the supplies and material resources of the Section’s budget by advising on usage patterns of the various collections, materials and services and their costs.
• Manages the inventory and distribution of office supplies for the Section.
• Obtains quotations and finalises arrangements to purchase goods and services in conjunction with the Public Procurement Management Section, including monitoring approval of payments made by the procurement guidelines.
• Manages the documentation system for the Section by maintaining the document classification, filing, storage, and retrieval system and the security of confidential files and documents.
• Assists with the arrangements and orientation of new team members.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares reports and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including accurate and presentable information.
• Processes incoming and outgoing correspondence according to established procedures, checks emails sent to the unit and brings items that must be dealt with at that level to the Senior Executive.
• Maintains copy files of official correspondence received by email and computer-generated documents.
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows established standards for secure and speedy retrieval of documents/information.

Management/Administrative Responsibilities

• Supports team members in implementing the PMAS by providing forms and copies and ensuring all completed documentation is within the required timeframe.
• Maintains leave files for all team members.
• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at conferences; and reproducing and distributing according to established guidelines.
• Collaborates on heavy calendar management, requiring interaction with internal and external executive assistants and consultants to coordinate various complex executive meetings and routine and special appointments for the senior executive, advising on matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.
• Carries out other technical-related duties that may be required.

Customer Service Responsibilities

• Assures the maintenance of customer service principles, standards, and measurements.
• Oversees the identification and incorporation of the interests and needs of customers in business process design.

Other Responsibilities

• Performs all other duties and functions required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Compiles with Health & Safety Policies & Procedures.

Required Skills/Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert level is written and verbal communication skills
• Strong initiative and resourcefulness skills
• Strong decision-making skills.
• Strong customer orientation skills.
• Ability to interact with staff at all levels in a fast-paced environment.
• Ability to work independently with little or no supervision.
• Good teamwork and cooperation skills.
• Communicate Effectively: Speak, listen, and write clearly, thoroughly and timely using appropriate and effective communication tools and techniques.
• Strong analytical, planning, organising and problem-solving skills
• Establish and maintain positive working relationships with others internally and externally to achieve the organisation’s goals.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organisational parameters.
• Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organisational effectiveness
• Excellent calendar management skills, including the coordination of complex meetings
• Ability to display a high level of professionalism, integrity and confidentiality.

Technical

• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.
• Proficiency in the use of computer programs for Microsoft Office
• High-performance output in terms of accuracy and efficiency

Minimum Required Education and Experience

• A Bachelor’s Degree in Business Administration, Management Studies, Administrative Management, or related discipline from a recognised university
• Certified Administrative Professional designation or completion of Certificate in Administrative Management (Level 3/4) (MIND).
• Certification in Human Resource Management would be advantageous.
• At least two (2) years of administrative support experience.
• Training in records management and exposure to office management.
• High-performance output in terms of accuracy and efficiency

Special Conditions Associated with The Job

• Work will be conducted in various offices with standard equipment and specialised software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• May occasionally be required to meet tight deadlines, resulting in a high degree of pressure.
• Spends extensive hours in front of the computer screen
• Handles all telephone calls to the Executive’s office.
• May travel locally to attend conferences, seminars and meetings.