Administrative Assistant - Legal Services Division

Summary

Under the general supervision of the Director, Public Relations and Corporate Communications, the Administrative Assistant is required to assist in the delivery of efficient and effective administrative and general office procedure services to the Public Relations and Corporate Communications Division.

Responsibilities

• • Assists in supporting the requirements of the approved budget for the Division, ensuring that all expenditure are documented and accounted for according to GoJ guidelines;
• • Prepares all internal and external commitments relating to the Division’s expenditure, in collaboration with the Finance and Accounts Unit of the Ministry;
• • Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention;
• • Schedules and co-ordinates internal and external meetings on behalf of the Director;
• • Maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all mail received;
• • Assists with research in the preparation of reports, brief and speeches for the Director’s review and Operational and Work Plans, as well as Quarterly/Monthly Status Reports on the work of the Division;
• • Processes assigned correspondence and provides feedback to the Director, as required;
• • Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk;
• • Organizes meetings hosted by the Director, to include Staff Meetings and all other relevant meetings, to include Heads of Divisions/Branches, Heads of Agencies Meetings and prepares Minutes, reproduces and distributes in accordance with established guidelines;
• • Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director;
• • Co-ordinates activities for a variety of meetings, attends meetings, takes Minutes and prepares and circulates Minutes, as required;
• • Attends meetings with the Director, upon request, takes notes/Minutes, as required;
• • Assists the Director with Ad hoc reports and quarterly reviews, as instructed;
• • Interfaces with the staff of the Ministry, Agencies and other stakeholders, and responds to problems/concerns and issues that need the Director’s attention;
• • Responds to official enquires about the work of the Division and, where necessary, refers these enquiries to the appropriate officers;
• • Performs any other related duties that may be assigned from time to time.

Desired Traits and Characteristics

• • Good oral and written communication skills;
• • Good problem-solving and decision-making skills;
• • Good planning and organizing skills;
• • Flexibility and adaptability;
• • Good interpersonal skills;
• • Good teamwork and co-operation;
• • Integrity;
• • Ability to use own initiative.
• • Excellent knowledge in office procedure;
• • Excellent customer and quality focus;
• • Good research and analysis skills;
• • Able to work well with creative people and diverse groups;
• • Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems.

Qualifications

• • Two (2) years related work experience.
• • An Undergraduate Degree in Social Sciences such as Management Studies, Business Administration or its equivalent from a recognized tertiary institution;

Additional Information and Instructions

🗓️ Application Deadline: Applications, accompanied by résumés, should be submitted no later than Monday, 9th December, 2024 to: 👤 Director, Human Resource Management and Development Ministry of Culture, Gender, Entertainment and Sport 4-6 Trafalgar Road Kingston 5 📧 Email: careeropportunities@mcges.gov.jm ℹ️ Subject: Director - Administrative Assistant (GMG/AM 4) (Band 6) - Legal Services Division 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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