Job Information
Administrative Assistant (GMG/AM 2)
Company Information
Job Information
Description
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Administrative
Posted
30-07-2024
Job Status
Start Publishing
30-07-2024
Stop Publishing
03-08-2024
Applications are invited fill the following vacant post in the Corporate Services, Post and Telecommunications Department: Administrative Assistant (GMG/AM 2), salary range $1,711,060 - $2,301,186 per annum.
Job Purpose
Under the direct supervision of the Director, Organizational Development and Performance Management (ODPM), the Administrative Assistant is responsible for providing administrative support to the ODPM Section by co-ordinating activities, scheduling appointments, preparing minutes, reports, briefs, collects and analyses data and researches information.
Key Responsibilities
Technical:
- Provides administrative support to the Director (ODPM):
Manages calendar, schedules and providing regular updates - Arranges travel plans and itineraries
- Co-ordinates meetings and other events
- Prepares agendas and packages for meetings
- Reviews and edits reports, provides secretarial and clerical support to the Director (ODPM)
- Records and produces Minutes of meetings chaired by the Director ODPM
- Processes incoming and outgoing correspondence
- Responds to routine enquiries
- Drafts correspondence, memoranda, other documents and presentations
- Maintains record of all incoming and outgoing correspondences
- Complies and reviews monthly and annual reports;
- Researches and provides information to the Director for the preparation of reports;
- Screens and introduces visitors to the Director’s Office;
- Receives, screens and routes telephone calls and takes and relays messages;
- Prepares monthly Travel Claim Forms for submission;
- Screens requests for information from the ODPM Section and responds or refers to the appropriate member of staff;
- Assists in the organization of meetings, and/or workshops being held by the ODPM Section, by ensuring that meeting rooms are booked, refreshment is requested and necessary materials are prepared and circulated/distributed in a timely manner;
- Maintains an adequate inventory of office supplies;
- Maintains the Leave and Attendance records of staff within the ODPM Section;
- Maintains computerized and manual files and records including filing, retrieval, retention and storage;
- Ensures security guidelines are strictly observed to safeguard the confidentiality of documents in the Director ODPMs Office;
- Provides general administrative and clerical support including mailing, scanning, and copying;
- Performs data entry operations.
Other:
The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position.
Required Knowledge, Skills and Competencies
Behavioural:
- Good oral and written communication skills;
- Teamwork and co-operation
- Good Interpersonal skills;
- Ability to use own initiative;
- Customer and quality focus;
- Compliance;
- Adaptability;
- Integrity;
- Methodical;
- Good problem-solving and decision-making skills;
- Good planning and organizing skills;
- Goal/Result oriented;
- Confidentiality;
- Good analytical thinking skills.
Technical:
- Use of Information and Communications and Technology (ICT);
Technical skills:-
- Typing;
- Document Preparation;
- Office Administration and Management;
- File Management;
- Document Management;
- Knowledge of the Staff Orders and The Public Service Regulations.
Minimum Required Qualification and Experience
- Diploma in Business Administration, Human Resource Management or equivalent;
- Two (2) years’ related experience; OR
- Successful completion of Certificate in Administrative Management (Level 1) at the Management Institute for National Development (MIND) or Diploma/Certificate from an accredited secretarial school.
Special Condition Associated with the Job
- May be required to work beyond and outside normal working hours in meeting deadlines or in providing support services at meetings and events.
Applications accompanied by résumés should be submitted no later than Friday, 2nd August, 2024 to:
Director, Human Resource Management and Development
Post and Telecommunications Department
6-10 South Camp Road, Kingston, CSO
Email: recruitment@jamaicapost.gov.jm
Please note that only shortlisted applicants will be contacted.
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