Job Information
Administrative Assistant (GMG/AM 2)
Company Information
Job Information
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
Computer/IT
Posted
25-02-2025
Job Status
Start Publishing
25-02-2025
Stop Publishing
08-03-2025
[Kingston,Jamaica ]
Description
Application are invited for the post of Administrative Assistant (GMG/AM 2) - (3 positions) in the National Library of Jamaica
Salary range $1,711,060 - $2,301,186 per annum.
Job Purpose
- Under the supervision of the Director, the Administrative Assistant is required to organise, monitor and execute administrative duties/functions to ensure the smooth operations and optimum output of the Division and/or Branch.
Key Responsibilities
Professional/Technical:
- Types, formats, edits, revises, proofreads and processes a variety of documents and forms, including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents, from draft or verbal;
- Composes routine correspondence; copies, disseminates and post documents and information, as directed;
- Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers;
- Assists with co-ordinating the submission of budget information for the Branch/Division;
- Assists with the compilation of monthly, quarterly and annual reports and periodic statistical reports;
- Assists in the preparation of the Operational and Strategic Plans, as well as Unit and Individual Work Plans for signing and submission;
- Updates and maintains databases in a timely manner;
- Provides support for meetings by;
Making arrangements for venue/meeting room and refreshments, projector, etc. - Recording and generating accurate and timely Minutes of meetings
- Produces and distributes action sheet, agenda and reports for meetings
- Preparing and compiling documents for review/circulation
- Ensuring the circulation of Minutes prior to meetings
- Provides support for meetings by;
- Monitors the schedule for secretarial support and devotion for staff meetings
- Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
- Organizes and maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all incoming and outgoing mails;
- Maintains an appropriate system to control and safeguard confidential documents, files and reports;
- Researches files and consults officers, as directed, to procure information needed for replies to correspondence and other requests;
- Maintains and supports an effective records management system, to include document control procedures for the Division/Branch;
- Maintain absence and leave record for the Branch/Division;
- Receives and appropriately routes phone calls, records messages and makes contact with internal/external personnel to obtain or impart information, within scope of authority;
- Ensures that urgent matters are re-routed for immediate attention, in the absence of the Director;
- Produces follow-up action for Directors and Managers, and provides timely reminders;
- Assists with the planning of staff activities and other NLJ events, as directed;
- Photocopies and collates documents, as required;
- Prepares and maintains adequate supply of official forms/documents and stationery for the Division/Branch;
- Provides administrative support for Board of Management Committee Meetings, as assigned;
- Maintains a relief telephone operator register/schedule for the switchboard;
- Provides relief support for the switchboard, as assigned;
- Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
- Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
- Prepares report, as directed;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Teamwork and co-operation
- Customer and quality focus
- Good planning and organizing skills
- Ability to use own initiative
- Integrity and confidentiality
- Good interpersonal skills
Technical:
- Administrative management skills
- Compliance
- Knowledge of Records management
- Data management
- Information Communication Technology skills
Minimum Required Qualification and Experience
- Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution, with passes in five (5) CSEC or equivalent subjects including English Language;
- Two (2) years’ related experience working in an administrative capacity or related environment;
- Proficiency in the relevant computer software applications.
Special Condition Associated with the Job
- May be required to work outside of normal working hours from time to time to include weekends.
Applications accompanied by résumés should be submitted no later than Monday, 10th March, 2025 to:
Director, Human Resource Management and Administration
National Library of Jamaica
12 East Street
Kingston
Kingston
E-mail: nljhrm@nlj.gov.jm
Please note that only shortlisted applicants will be contacted.
Applying for this job?
Enrol one of Career Jamaica's recommended FREE Courses today
and improve your chances of getting hired:
Facebook Comments
