Administrator

Summary

Under the direct supervision of the Director, Human Resource Management and Development, the Administrator is responsible for assisting the Director with administrative duties by providing a wide variety of routine, complex and confidential administrative and secretarial support, in a manner that enhances the work processes and operations of the office.

Responsibilities

• • Composes letters/memoranda from general instructions;
• • Reads and analyses incoming correspondence, submissions and reports in order to determine significance and distribution;
• • Answers the telephone, screens callers, and takes and relays messages;
• • Maintains schedules of routine, special appointments and advise the Director on matters requiring prompt attention;
• • Responds to requests and inquires;
• • Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, and /or presentation software;
• • Assists in the organizing of events and activities by scheduling rooms and issuing information;
• • Maintains and monitors the schedule of meeting events for the Unit;
• • Makes travel and accommodation arrangements as required;
• • Co-ordinates the flow of paperwork, including periodic and special reports between the Human Resource Management and Development and the other Divisions/Units;
• • Researches and analyses data and prepared draft reports on administrative matters or other informational materials required;
• • Attend meetings in order to record Minutes;
• • Complies, transcribes and distributes Minutes of meetings;
• • Any other related duties as assigned by the Human Resource Management and Development.
• • The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position.

Desired Traits and Characteristics

• • Good oral communication and written communication skills
• • Teamwork and co-operation
• • Good interpersonal skills
• • Takes initiative
• • Customer and quality focus
• • Compliance
• • Adaptability
• • High level of integrity
• • Methodical
• • Good problem solving and decision making skills
• • Planning and organizing skills
• • Goal/result oriented
• • Confidentiality
• • Analytical thinking

Required Skills

• • Use of Information and Communication Technology

• Technical Skills:

  • • Typing
  • • Document Preparation
  • • Office Administration and Management
  • • File Management
  • • Document Management
  • • Knowledge of the Staff Orders and The Public Service Regulations

Qualifications

• • Associate Degree in Administrative or Office Management
• • Certificate in Secretarial Studies;
OR
• • Administrative Management (Level 3) or equivalent from a recognized institution;
• • Four (4) CXC subjects including English and Mathematics or any other numeric subject;
• • Four (4) years secretarial/administrative experience in a related field.

Additional Information and Instructions

Special Conditions: ⏰ May be required to work beyond regular working hours 🪑 Spend long hours sitting and using office equipment ✈️ May be required to travel island-wide 📅 Application Deadline: Applications accompanied by résumés should be submitted no later than Tuesday, 17th December, 2024 to: 📍 Director, Human Resource Management and Development Post and Telecommunications Department 6-10 South Camp Road, Kingston, CSO 📧 Email: recruitment@jamaicapost.gov.jm ℹ️ Subject Line: Administrator (GMG/AM 3) 🔑 Please note that only shortlisted applicants will be contacted.

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