Administrative Assistant (GMG/AM 3)

Summary

Strategic Objectives of the Division: To provide high quality corporate support to the Council in the areas of corporate planning and management, client relations and marketing, people management, performance management, property and office services, information communication and technology, document and records management, contract administration, and procurement within budget and in full compliance with relevant statutory obligations, regulations, codes and guidelines, and Council policies and organizational directives. Job Purpose: The Administrative Assistant will assist the Director of Corporate Services and Administration with administrative duties by providing a wide variety of complex and confidential administrative and secretarial support. Salary scale: $2,190,302 – $2,945,712 JMD per annum

Responsibilities

• Key Outputs:

  • • Organized and Efficient Office Operations
  • • Effective Communication Management
  • • Accurate Record-Keeping and Documentation
  • • Administrative and Financial Support
  • • Improved Workflow and Productivity

• Performance Standard:

  • • All correspondence is accurately prepared in the required format and submitted within the stipulated time frame
  • • All correspondence is logged and dispatched within the stipulated time
  • • Calls received are properly screened, messages correctly recorded where necessary and relayed as soon as the Director Corporate Services and Administration is available. Meetings are properly arranged and attendees informed by the stipulated time
  • • The minutes of meetings are recorded, correctly transcribed and circulated to the relevant persons by the stipulated time
  • • The departmental budget is properly prepared in the prescribed format and submitted to the Director, Corporate Services and Administration’s within the required timeframe
  • • The Director Corporate Services and Administration’s diary is updated on a daily basis with scheduled or cancelled appointments and the Director Corporate Services and Administration is reminded of the appointments.
  • • Accurate, comprehensive reports are prepared in the required format and submitted by the due date.

Required Skills

• • Good customer relations skills
• • Good oral and written communication skills
• • Good reporting skills
• • Good research skills
• • Good interpersonal skills
• • Ability to effectively work in a team
• • Ability to maintain integrity and confidentiality
• • Ability to transcribe material in a clear, accurate and acceptable manner
• • Ability to analyse and organise data, reports and other documents
• • Initiative, tact and diplomacy
• • Ability to manage internal and external relationships

Qualifications

• • Associate Degree in Business Administration or a related field
• • At least one (1) year related working experience

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • Normal office environment but may be required to work beyond normal working hours occasionally to meet critical deadlines.
  • • Stress may be caused by the need to manage multiple demands simultaneously and complete tasks within tight deadlines. The incumbent is faced with constant interruptions and must meet with others on a regular basis.

Applications, accompanied with resume, should be submitted no later than Wednesday, 2025 April 09 to: Manager, Human Resource Management and Development The Council of Community Colleges of Jamaica 37 East Street Kingston OR Email: hr@cccj.edu.jm Subject: Administrative Assistant We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted. This description may not contain every conceivable duty or task associated with the job. The job holder may, from time to time, be required to perform other tasks and activities which are not enumerated but which are reasonably related to the overall purpose of the position.

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