Applications are invited for the following post in the Institute of Forensic Science and Legal Medicine: Administrative Assistant (GMG/AM 2) – (Not Vacant), salary range $1,025,878 – $1,219,446 per annum and any allowance(s) attached to the post.
Administrative Assistant (GMG/AM 2)
Job Purpose
Under the general direction and guidance of the Director, Finance and Accounts, the incumbent is responsible for organizing and administering all administrative and secretarial duties required by the Director, Finance and Accounts, in accordance with established standards and procedures.
Key Responsibilities
Technical/Professional:
- Records dictation from the Director and reproduces, by word processing, all dictated notes;
- Drafts and verifies confidential correspondences, reports and other administrative documents prepared for the signature of the Director to ensure that they are accurate and complete and, where necessary, initiate corrective action;
- Plans and arranges for travel and accommodation;
- Liaises with Ministries, Department and Agencies (MDAs);
- Prepares reports by collecting and analyzing information;
- Participates in the preparation of the Division, Corporate and Operational Plans and Annual Budget, by using Microsoft Excel or any other related software;
- Conducts research and source information;
- Distributes and maintains adequate stationary supplies for the Department;
- Screens telephone calls for the Director and other officers in their absence, records telephone messages and ensures that they are promptly delivered;
- Maintains a daily Diary of appointments for the Director and ensures that it is kept up to date;
- Establishes and maintains a system of control for policy, classified and confidential documents held by the Director. Controls and monitors all documents and files entering and leaving his/her office;
- Maintains up-to-date Monthly Report files by:
- Collating, filing and bringing these reports to the attention of the Director
- Assisting the Director to compile monthly, annual and annual performance reports
- Distributes copies of these reports to the Director;
- Co-ordinates the routine functions of the office of the Director, to facilitate the availability of information in a timely manner;
- Arranges Departmental Staff Meetings, as required by the Director, by:
- Preparing notices of such meetings for distribution
- Receiving notices of topics to be discussed
- Preparing agenda for meetings
- Recording notes and preparing Minutes of such meetings;
- Circulates or ensures the circulation of memoranda, circulars, magazines and other documents within the Department;
- Receives and records all correspondence for the Department;
- Performs clerical duties for the Director, such as faxing, making photocopies of documents, mailing and maintaining records and filing system;
- Maintains staff confidence and protects operations by keeping information confidential;
- Ensures that the Director receives reports from direct reports in relation to the Department’s operations by due dates and in the correct format;
- Assists with banking activities;
- Ensures that Pathologists and Funeral Homes claims are checked in a timely manner;
- Performs other duties as may be assigned by the Director from time to time.
Required Knowledge, Skills and Competencies
Technical:
- Advanced knowledge of computerized management and the relevant computer applications
- Working knowledge of accounting software
- Working knowledge of the FAA Act
- Good planning and organizing skills
- Project co-ordination skills
Core:
- Advanced word processing skills
- Excellent interpersonal skills
- Good oral and written communication skills
- Ability to manage external relationships
- Compliance
- Change Management
- Advanced time management skills
Minimum Required Qualification and Experience
- Associate Degree in Administrative Management/Business Administration from a recognized Tertiary Institution;
- Certificate/Diploma in Secretarial Studies;
- Administrative Management Level 3 from a recognized Institution, or equivalent;
- Certified Administrative Professional (CAP) designation;
- Four (4) years secretarial/administrative experience in a related field.
Special Condition Associated with the Job
- Prolonged use of computer.
Applications accompanied by Résumés should be submitted no later than Thursday January 27, 2022 to:
Director
Human Resource Management, Development and Administration (Acting)
Institute of Forensic Science and Legal Medicine
2 ½ Hope Boulevard
Kingston 6
Email:vacanciesfslab@gmail.com
Please note that only shortlisted applicants will be contacted.
