Kingston Operations
- Administrative Officer 1 (Level 3), [4 posts]- Kingston salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
- Administrative Officer (Level 3), [2 posts]- Kingston salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
- Administrative Officer 1 (Level 3), [1 post]- Montego Bay salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
- Administrative Officer 1 (Level 3), [1 post]- Kingston salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
- Administrative Officer 1 (Level 3), [1 post]- Kingston salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
- Administrative Officer 1 (Level 3), [2 posts]- Kingston salary range: $1,984,305 - $2,668,670 per annum and the applicable allowances.
ADMINISTRATIVE OFFICER 1 (LEVEL 3)
Job PurposeUnder the direction and supervision of the Senior Executive, the incumbent is responsible to:
- To provide research, technological, and administrative support.
- To manage office support systems and resources to ensure the effective and efficient functioning of the office.
- To write correspondence and create reports.
Technical/Professional Responsibilities
- Assist with compiling the supplies and material resources of the Branch/Section budget by advising on usage patterns of the various collections, materials and services and their costs.
- Manage the inventory and distribution of office supplies for the Branch/Section.
- Obtain quotations and finalise arrangements for goods and services, including monitoring approval of payments made by the procurement guidelines.
- Manage the documentation system for the Branch/Section by maintaining the document classification, filing, storage and retrieval system and the security of confidential files and documents.
- Support staff in implementing the PMAS by providing forms and copies and ensuring the Executive team completes documentation within the required timeframe.
- Assist with the arrangements and orientation of new staff.
- Assembles and disseminates information to internal and external personnel as required.
- Prepare reports and written materials for presentations, meetings and conferences and respond to routine and other correspondence as directed.
- Reproduce manuscripts and briefs prepared by the Manager/Director, including information dictated accurately and presentable.
- Process incoming and outgoing correspondence according to established procedures, check emails sent to the Branch/Section and bring items that must be dealt with at that level to the Manager/Director.
- Maintain copy files of official correspondence received by email and computer-generated documents.
- Coordinate travel arrangements and prepare itineraries for local and overseas business trips.
- Provide receptionist/telephone services for the Manager/Director.
- Maintain an effective filing system that allows security and speedy retrieval of documents/information by established standards.
Management & Administrative Responsibilities
- Coordinate logistics for meetings hosted by the Manager/Director, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing according to established guidelines.
- Collaborate on heavy calendar management, requiring interaction with internal and external executives, assistants and consultants to coordinate various meetings and routine and special appointments for the Manager/Director advising of matters requiring prompt attention.
- Prioritise and manage multiple projects simultaneously and follow through on issues promptly.
- Maintains customer service principles, standards, and measurements.
- Identifies and incorporates the interests and needs of customers in business process design.
- Ensures critical success factors are identified and meet expectations.
- Performs all other duties and functions as may be required occasionally.
- May be required to provide witness statements, attend court proceedings, and give evidence.
- Complies with Health & Safety Policies & Procedures.
Core
- Sophisticated telephone skills, positive energy, and attention to detail.
- Expert level written and verbal communication skills.
- Excellent calendar management skills, including the coordination of complex executive meetings.
- High levels of integrity, professionalism, ethics, and ability to maintain confidentiality.
- Strong decision-making skills
- Strong customer orientation skills
- Strong initiative and resourcefulness skills
- Strong time management and organisation skills.
- Ability to interact with staff at all levels in a fast-paced environment.
- Ability to work independently with little or no supervision.
- Highly proficient in relevant computer applications and Microsoft Office Suites.
- Experience assisting management with the creation of report presentations.
- Experience scheduling travel arrangements for management.
- Certified Administrative Professional designation
- Completion of Certificate in Administrative Management (Level 2) (MIND).
- At least one (1) year of administrative experience.
- Training in records management and exposure to office management and procurement procedures.
- Work will be conducted in offices with standard equipment and specialised software.
- Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
- Spends extensive hours in front of the computer screen.
- Handles all telephone calls to the Executive’s office.
- Attends meetings off-site from time to time.