Administrative Assistant (Kingston, Jamaica) - National Education Trust

 JOB TITLE: Administrative Assistant

JOB GRADE: Level 2
POST NUMBER:
DIVISION/UNIT Executive Office
REPORTS TO: Executive Assistant
MANAGES DIRECTLY: N/A
Salary Scale: $1.700,000 - $2.300,000

STRATEGIC OBJECTIVES OF THE UNIT

• To provide adequate and well-maintained school spaces, enhanced infrastructure and an appropriate teaching environment.
• To be the agency through which Government of Jamaica (GoJ) accesses donations from local, regional and international bodies for the funding of educational development projects.
• To create and foster partnerships with public and private sector organisations as well as the Jamaican Diaspora, which will facilitate opportunities for funding of educational infrastructure and other educational projects.

JOB PURPOSE

• To provide administrative and secretarial/office support to the Executive Office and assist with ensuring that the functions of the Unit are performed in an effective and

efficient manner.
KEY OUTPUTS

• Visitors accorded appropriate attention and excellent customer service displayed at all times
• Correspondence composed/prepared and dispatched
• Telephone calls and mail processed
• Minutes prepared and disseminated as necessary
• Minutes and Registers maintained
• Databases maintained
• Information collected
• Record Storage and retrieval system in place
• Annual work plan prepared
• Reports, correspondence, spreadsheets, presentations
• Workshops, seminar, meetings, events, appointments and schedules arranged
• Travel schedules/reservations/itineraries arranged
• Research undertaken and reports prepared

KEY AREAS OF RESPONSIBILITY
Secretarial

• Manage the calendar of the Managers of the Unit.
• Receive and log incoming and outgoing mails of the unit.
• Draft responses on matters for which authority has been delegated.
• Make arrangements for meetings/training events/travelling on behalf of the Managers of the Unit.
• Answer the telephone, screen callers, receives and relays messages.
• Log all referrals to the Executive Unit.
• Maintain records for the Executive Unit, including the filing, retrieval, retention, storage and updating of both computerized and manual files.
• Attend meetings, prepare and transcribe minutes and ensures that action items from meetings are circulated in a timely manner.
• Maintain minutes and meeting attendance registers.
• Maintain database of stakeholders
• Receive, greet and direct visitors

Administrative Responsibilities

• Monitors stock levels of office supplies and prepares requisitions for the replenishment of supplies.
• Coordinate local and international accommodation and travel arrangements as required.
• Receive complaints, questions and requests in person or by telephone; provides the necessary information where possible or refer persons to the relevant authorities.
• Perform other related functions assigned from time to time.
• Maintain databases

PERFORMANCE STANDARDS

• Correspondence, minutes and reports are prepared in a timely manner and a high level of accuracy maintained.
• Confidentiality, dependability and tact are consistently displayed in the conduct of duties.
• Courtesy and professionalism are displayed in the conduct of duties.
• Stipulated deadlines are consistently met.
• Records are accurate, up-to-date and easily retrieved.
• Incoming/outgoing mail is dealt with as per agreed timelines.
• Arrangements for meetings/training and travel executed as per agreed timelines.
• Targets outlined in annual work plan met
• Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET
• The databases maintained
• Established targets are consistently achieved.

Internal and External Contacts (specify purpose of significant contacts)

• Within the National Education Trust

Contact (Title) Purpose of Communication
Staff of the Division/Unit To provide services and obtain information
Other staff of the NET To obtain / share information

• Contacts external to the organisation required for the achievement of the position objectives:

Contact (Title) Purpose of Communication
Ministry of Education & Youth Liaise with relevant officers as required.
External Callers To provide information within the agreed authority.
External Technical Representatives Liaise with relevant technical experts as required.

REQUIRED KEY COMPETENCIES
Core

• Ability to demonstrate initiative, professionalism and confidentiality
• Good judgment and initiative
• Good time multi-tasking skills
• Excellent attendance and punctuality
• Ability to demonstrate integrity, confidentiality and professionalism.
• Ability to communicate effectively in writing and orally.
• Excellent interpersonal skills with the ability to work well in teams.
• Good time management and organizing skills
• Good judgment and initiative and flexibility
• Keen attention to detail

Technical

• Good knowledge of the policies and procedures of administrative systems
• Excellent skills in the operation of standard office equipment, including photocopiers and presentation equipment
• Sound knowledge of office practices and procedures
• Excellent typing skills and proficiency in word processing
• Good knowledge of the policies and procedures of the National Education Trust, as well as its administrative systems
• Excellent knowledge and use of Microsoft Office Suite.
• Strong computer and Internet research skills
• Proficient in records management

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree in Business Administration/Administrative Management or equivalent qualifications
• Three (3) years working experience in an administrative position and/or project coordination experience.

AUTHORITY

• To access confidential files within the Unit
• To screen callers and visitors to the Unit
• To requisition office supplies for the Unit
• To assess and recommend venues for events
• Book external facilities for meetings and training courses

SPECIAL CONDITIONS

• Required to travel to meetings locally to take minutes and record decisions for action
• May be required to work beyond normal working hours from time to time to meet deadlines

Qualified and interested candidates are invited to submit their application for the following vacancies.

Applications should be submitted by Friday, August 9, 2024 to:

Administrative & Operations Manager,
National Education Trust,
37 Arnold Road, Caenwood Centre,
Kingston 5.
Email: jobs@net.org.jm

We thank all applicants for expressing their interest. However, only shortlisted candidates will be contacted.