Administrative Assistant (GMG/AM 3)

Summary

Under the general direction of the Senior Director, Strategic Planning, Performance and Project Management (SPPPMB), the Administrative Assistant is responsible for the provision of general administrative and secretarial support towards the effective functioning of the Office and for the planning and co-ordination of internal and other meetings, conferences, workshops and seminars. The incumbent is required to prepare relevant documents and correspondence, to ensure timely and adequate responses to queries and to organize the efficient flow of information between the office and internal as well as external stakeholders. 💰Basic Salary: $2,190,302 - $2,945,712 JMD per annum.

Responsibilities

• Management/Administrative:

  • • Provides administrative support for the services and activities of the Office of the SPPPMB.
  • • Arranges and monitors logistics for internal and external meetings.
  • • Provides secretarial and administrative support for internal and external meetings, including preparing agendas, gathering information and resources, recording and transcribing minutes and decisions, and circulating documents for meetings, seminars, and conferences.
  • • Prepares meeting files for the SPPPMB.
  • • Represents the Office at meetings, seminars, and workshops, as required.
  • • Provides administrative support for meetings, conferences, workshops, and seminars.
  • • Assists with the coordination of accurate documentation.
  • • Assists with the authentication process of documents, including affixing seals and stamping.
  • • Composes and types reports and documents.
  • • Maintains an up-to-date database of confidential and classified data and records.
  • • Coordinates responses to external information requests and advises on matters as directed.
  • • Reviews operating practices and implements improvements.
  • • Monitors the Attendance Register and prepares monthly attendance reports.

• Technical/Professional:

  • • Drafts, types, and dispatches correspondence, reports, and other documents as required.
  • • Maintains and manages the electronic calendar for the Senior Director of SPPPMB.
  • • Schedules and records appointments, manages the Appointments Calendar, and provides reminders for upcoming dates.
  • • Makes travel arrangements for the SPPPMB.
  • • Prepares statistical data for charts, graphs, etc., for inclusion in reports.
  • • Monitors and reports on the progress of tasks delegated by the SPPPMB to UHWI Senior Directors and other staff members.
  • • Prepares PowerPoint presentations for the Office.
  • • Maintains an effective filing system within the SPPPMB to ensure easy document retrieval and security of manual and computerized confidential files.
  • • Participates in planning and organizing meetings, seminars, training sessions, workshops, and other events, including preparing agendas and materials, circulating previous minutes, arranging venues and refreshments, and contacting attendees.
  • • Takes, prepares, and distributes minutes of meetings.
  • • Receives incoming correspondence and documents and routes them to relevant officers.
  • • Maintains a record of all incoming and outgoing files and correspondence.
  • • Conducts research, prepares, and edits reports or other documents as directed.
  • • Receives, screens, and redirects telephone callers and visitors to the appropriate staff while logging all calls and messages.
  • • Maintains leave and attendance records.
  • • Supports the preparation of the Annual Budget and monthly Cash Flow for the SPPPMB Office.
  • • Requests, procures, and maintains stationery and other office supplies for the SPPPMB Office.
  • • Makes photocopies and scans documents as required.
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Ability to work in high demand environment
• • Ability to maintain integrity and confidentiality
• • Initiative and proactiveness
• • Excellent oral and written communication skills
• • Excellent interpersonal skills
• • Good organizational and time management skills
• • Good customer relations and quality focus skills
• • Good research skills
• • Good presentation skill
• • Professionalism
• • Ability to effectively work in a team
• • Good problem-solving and conflict management skills
• • Tact and diplomacy
• • Sound background in administrative or office management
• • Knowledge of secretarial practices and procedures
• • Knowledge of policies, programmes and procedures of operations
• • Knowledge of modern office procedures
• • Knowledge of records/file management
• • Good reporting skills
• • Proficiency in shorthand or speedwriting and typewriting
• • Minutes and report writing skills
• • Training in management
• • Proficiency in the use of relevant computer applications including Microsoft Word, Excel and PowerPoint

Qualifications

• • Five (5) CXC subjects including Mathematics & English Language; plus
• • Executive Secretary with three (3) years' experience in an administrative capacity.
OR
• • Equivalent professional administration qualification with secretarial skills, for example,
• • Administrative Professional Certificate with two (2) years related experience.
• • Diploma in Business Management with two (2) years related experience.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than no later than Thursday, 13th February, 2025 to: Senior Director, Human Resource Management and Development University Hospital of the West Indies Mona Kingston 7 ✉️ Email: hrd@uhwi.gov.jm ℹ️ Subject: Administrative Assistant (GMG/AM 3) 🔑 Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted.

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