Job Information
Job Information
Description
New!
Administrative Assistant (GMG/AM 3) – 3 posts
Company 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
04-03-2025
Job Status
Start Publishing
04-03-2025
Stop Publishing
12-03-2025
Applications are invited for the following post in the Ministry of Labour and Social Security: Administrative Assistant (GMG/AM 3) - (3 posts) – St. Elizabeth Local Office, Kingston and St. Andrew Local Office (Public Assistance) & St. Catherine Local Office, salary range $2,190,302 - $2,945,712 per annum.
Job Purpose
Under the direction of the Parish Manager/Regional Director(s), the Administrative Assistant provides a wide range of administrative support services to ensure the efficient and effective operations of the Local Office and its staff.
Key Responsibilities
Technical/Professional:
- Assists with the co-ordination and dissemination of information/documents to various clients (staff/media/general Public/Public Sector);
- Ensures that documents are dispatched through the most effective means, depending on the urgency of correspondence;
- Schedules appointments and provides prompt and accurate information to callers/visitors/clients;
- Processes calls, visitors and correspondence directed to the Sections;
- Assists clients, both in person and on the phone, by supplying information or referring them to the appropriate source;
- Establishes and maintains good working relationships with both internal and external customers of the Section;
- Records and distributes incoming and outgoing correspondences, ensures that they are properly directed, and do any follow-up work necessary;
- Makes photocopy and faxes documents, as necessary;
- Maintains the stock level of stationery within the Section;
- Maintains and continually updates database with names, telephone, fax numbers, e-mail and addresses of clients;
- Assists in the preparation of Corporate, Operational Plans and Budget for the Section and the Centre;
- Produces documents and reports, and transcribes Minutes for circulation;
- Conducts research and collates documents for conferences and press briefings;
- Conducts extensive research to satisfy queries/questions on behalf of the Parish Manager/Regional Director;
- Responds to routine and other correspondence;
- Ensures the Parish Manager/Regional Director is kept abreast of relevant information on issues relating to the Local Office;
- Monitors matters that have been passed to Parish Manager/Regional Director’s desk for action;
- Represents the Parish Manager/Regional Director at meetings, seminars and conferences, and records Minutes;
- Arranges meetings and logistics;
- Co-ordinates preparation for the Parish Manager/Regional Director’s overseas travel, where applicable;
- Ensures compliance within budgetary constraints;
- Maintains diary and schedules appointments;
- Assists the Telephone Operator in answering telephone calls, finding out problems, and providing the necessary information and guidance sought;
- Assists in the management of correspondence;
- Keeps records of all deadlines to be met and important matters to be dealt with;
- Assists the Records Officer with the management of files;
- Receives and screens visitors, prior to audience with Parish Manager/Regional Director;
- Accesses and sends e-mail via internet;
- Assembles and disseminates information to internal and external personnel, as requested;
- Performs any other related duties that may be assigned, from time to time, by the Parish Manager/Regional Director.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Integrity
- Teamwork
- Customer and quality focus
- Good analytical thinking skills
- Good planning and organizing skills
- Compliance
- Good problem-solving skills
Technical:
- Technology and innovation
- Relationship Management skills
- People Management skills
- Academic leadership skills
- Minimum Required Qualification and Experience
- Associate Degree or Diploma in Business Administration or a comparable certification;
- Two (2) years’ experience in a similar position.
Special Condition Associated with Job
- May be required to work long hours beyond typical office hours.
Please visit https://www.lmis.gov.jm/ and submit applications accompanied by résumés no later than Thursday, 13th March, 2025 to:
Senior Director, Human Resource Management and Development
Ministry of Labour and Social Security
14 National Heroes Circle
Kingston 4
Email: resume@mlss.gov.jm
Please note that only shortlisted applicants will be contacted.
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