JOB TITLE: Administrative Assistant
JOB GRADE: Level 2POST NUMBER:
DIVISION/UNIT Executive Office
REPORTS TO: Executive Assistant
MANAGES DIRECTLY: N/A
Salary Scale: $1.700,000 - $2.300,000
- 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.
- 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
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
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
- 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
- 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.
- Within the National Education Trust
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:
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
- 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
- First Degree in Business Administration/Administrative Management or equivalent qualifications
- Three (3) years working experience in an administrative position and/or project coordination experience.
- 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
- 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
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.