Administrative Assistant/Telemarketer (Kingston, Jamaica) - Bureau of Standards Jamaica

 Job Purpose

The Administrative Assistant/Telemarketer will facilitate the smooth operation of activities undertaken by the Industrial Training Unit by providing administrative, secretarial and customer service support. The incumbent will also provide marketing of all training activity of the Unit as per the training schedule by utilizing various mediums including but not limited to the use of the telephone, face-to-face meetings and otherwise. The incumbent will also facilitate, develop and maintain a client's database which is current and up to date.

Major Duties and Responsibilities:

• Contacting clients to ensure that they are informed of the suite of trainings being offered. Disseminate the quarterly training schedule as well as other documentation to all clients
• Develop and maintain a client's Data Base
• Provide feedback and direct the various client requests, e.g. (quotations, proposal and certificates) to relevant individuals.
• Follow-up on the preparation of documents and material required for various training courses
• Assist with the ordering and securing of items required by the Unit and for Training Activities
• Provides administrative support and assistance to the head of the training unit.
• Prepare plans, schedules procedures and other documentation as directed
• Monitor the unit's register and prepare final report on the same to the Human Resource Branch
• Answers the telephone, takes messages and if required assist clients by communicating and coordinating requests for training services or directing calls to other relevant persons.
• Receive and assist clients and visitors, especially during the registration period for training courses.
• Copy and duplicate printed material, forms, and documents as required for training course
• Prepare monthly reports
• Prepare letters, reports and other documentation on behalf of the Unit
• Order and secure items required by the Unit and for Training Activities
• Coordinate meeting schedule and equipment as required
• Assist in the preparation of the Quarterly Training Schedule
• Draft and edit all administrative documents from rough including course outlines and documents related to training activities.
• Establish an appropriate filing system (both electronic and manual) for the purpose of filing and retrieving required information in support of the Unit Head and the Industrial Training Unit team as necessary.
• Arrange catering service (select menu, confirm the number of participants), book room if off-site and make reservations for trainers and facilitators. Arrange Hotel Accommodation for the Consultant as necessary and liaise with the training officer.
• Send confirmation letters to participants and complete the Attendance Register for each training activity.
• Other duties as may be assigned by the Training Officer.

Unusual Requirements/Working Conditions:

• Stressful working environment often created by the numerous simultaneous deadlines for various assignments/projects.

Minimum Educational Requirements:

• Diploma Associate Degree in Administrative Management/Business Administration or equivalent.
• Computer literate in Microsoft Office Suite [Certification in word processing]
• Shorthand/Speedwriting 80 words per minute
• Typing 50 words per minute

Other Skills:

• Considerable knowledge of the products and services offered by BSJ
• Sound interpersonal and communication skills; general business planning skills; sound strategic thinking and management skills; excellent oral, written, organization, presentation and independent workload management skills.

Experience:

• Two (2) years of experience in an administrative or secretarial position and marketing experience.

Knowledge, Skills and Abilities:

• Working knowledge of office systems and procedures
• Working knowledge of word-processing software
• Working knowledge of minute writing techniques
• Working knowledge of records management procedures
• Working knowledge of document preparation [letters, reports, memos]
• Ability to multi-task
• Ability to work on own initiative
• Ability to write and proof-read a variety of office communication
• Ability to meet tight deadlines
• Ability to work on one's own initiative and take charge of task to achieve
• Established goals and objectives
• Very good oral and written communication skills.
• Very good customer relations skills.
• Ability to work on your own initiative.
• Good administrative skills

Applications must be submitted no later than 12 January 2024 at 4:00 p.m. by email to:

Manager, Human Resource Management & Development,

Bureau of Standards Jamaica

6 Winchester Road,

Kingston 10,

Email: HRMD@bsj.org.jm

Please note that while we appreciate all applications, only shortlisted applicants will be contacted.