Full Time

Administrative Assistant (Level 4)

Administrator Generals Department

Expires May 13, 2021 3 Days

Posted

May 3, 2021

Days Remaining

3 Days

Expires

May 13, 2021

Experience

Admin & Office

Gender

Everyone

Industry

Public Sector

Description

Permanent Secretaries, Heads of Department and Chief Executive Officers are asked to invite applications from suitably qualified officers in their Ministries/Departments/Agencies to fill the vacant post of Administrative Assistant (Level 4) in the Administrator-General’s Department, salary range $1,076,488 – $1,946,631 per annum and any allowance(s) attached to the post.

 

Job Purpose

To provide direct and confidential support to the Executive, ensuring effective and efficient workflow with the internal and external customers.

Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling Meetings and to perform related duties assigned.

 

Key Responsibilities

 

     Prepares  correspondence,  reports  and  documents  for  the  Human  Resource  & Administration Executive;

         Assists in the preparation and collection of standard monthly and quarterly reports;

     Prepares  reports  in  conjunction  with  Executives  and  Managers,  for  presentation  to various levels of management, Boards and the Policy Directorate, both internally and externally;

     Reads  and  screens  incoming  correspondence  and  reports  and  make  preliminary assessments of their importance;

     Handles incoming matters as appropriate, forwards other matters to Executives and staff, and follows up to ensure completion;

     Reviews  and  critiques  reports  and  correspondence  destined  for  external  circulation before the Human Resource & Administration Executive’s signature can be affixed;

         Co-ordinates  special  projects,  internally  or  externally,  as  instructed  by  the  Human

Resource & Administration Executive;

         Organises meetings and prepares Agendas and relevant documents.;

     Takes  Minutes  at  meetings  as  directed,  and ensures  Minutes  are  circulated  within stipulate timeframe;

         Maintains diary of meetings/appointments for the Human Resource & Administration

Executive advising of matters requiring prompt attention;

     Follows-up on directives issued by the Human Resource & Administration Executive to ensure their timely completion and compliance;

     Researches, compiles, assimilates and prepares confidential and sensitive documents and briefs the Human Resource & Administration Executive regarding the contents;

     Establishes and maintains an efficient  Filing  and  Record  Keeping  System  ensuring sensitive information is kept confidential;

         Interfaces with officials and members of the public seeking audience with the Human

Resource & Administration Executive and deals with matters within given authority;

         Receives  and  makes  telephone  calls  for  the  Human  Resource  &  Administration

Executive;

     Performs other related duties as assigned from time to time by the Human Resource & Administration Executive.

 

Required Knowledge, Skills and Competencies

         Ability to understand legal documents

         Ability to work under pressure and to meet tight deadlines

         Excellent oral and written communication skills

         Good analytical skills and sound judgement

         Good interpersonal skills

         Good time management and organising skills

         Proficient in the use of relevant computer applications

 

 

Minimum Required Qualification and Experience

 

         Associate Degree in Business Management or Office Administration or Human

Resource Management or;

         A minimum four (4) years of administration experience or;

         Any equivalent combination of education and experience;

         Sound knowledge of AGD’s operations;

     Sound knowledge of GoJ’s Human Resource Principles, Circulars and the Labour Laws of Jamaica;

         Competent in the use of Microsoft Office Suite and HR software.

 

 

Applications  accompanied  by  résumés  should  be  submitted   no  later  than  Thursday,

13th May, 2020 to:

 

Human Resource and Administration Executive

Administrator-General’s Department

Office Centre Building

12 Ocean Boulevard

P.O. Box 458

Kingston

 

Email: [email protected]

 

 

Please note that only shortlisted applicants will be contacted.

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