Administrative Assistant (GMG/AM 2)

Summary

Under the supervision of the Director, the Administrative Assistant is required to organise, monitor and execute administrative duties/functions to ensure the smooth operations and optimum output of the Division and/or Branch. (3 positions) 💰Salary: $1,711,060 - $2,301,186 per annum

Responsibilities

• • Types, formats, edits, revises, proofreads and processes a variety of documents and forms, including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents, from draft or verbal;
• • Composes routine correspondence; copies, disseminates and post documents and information, as directed;
• • Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers;
• • Assists with co-ordinating the submission of budget information for the Branch/Division;
• • Assists with the compilation of monthly, quarterly and annual reports and periodic statistical reports;
• • Assists in the preparation of the Operational and Strategic Plans, as well as Unit and Individual Work Plans for signing and submission;
• • Updates and maintains databases in a timely manner;
• • Provides support for meetings by; ✓ Making arrangements for venue/meeting room and refreshments, projector, etc. ✓ Recording and generating accurate and timely Minutes of meetings ✓ Produces and distributes action sheet, agenda and reports for meetings ✓ Preparing and compiling documents for review/circulation ✓ Ensuring the circulation of Minutes prior to meetings ✓ Monitors the schedule for secretarial support and devotion for staff meetings
• • Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
• • Organizes and maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all incoming and outgoing mails;
• • Maintains an appropriate system to control and safeguard confidential documents, files and reports;
• • Researches files and consults officers, as directed, to procure information needed for replies to correspondence and other requests;
• • Maintains and supports an effective records management system, to include document control procedures for the Division/Branch;
• • Maintain absence and leave record for the Branch/Division;
• • Receives and appropriately routes phone calls, records messages and makes contact with internal/external personnel to obtain or impart information, within scope of authority;
• • Ensures that urgent matters are re-routed for immediate attention, in the absence of the Director;
• • Produces follow-up action for Directors and Managers, and provides timely reminders;
• • Assists with the planning of staff activities and other NLJ events, as directed;
• • Photocopies and collates documents, as required;
• • Prepares and maintains adequate supply of official forms/documents and stationery for the Division/Branch;
• • Provides administrative support for Board of Management Committee Meetings, as assigned;
• • Maintains a relief telephone operator register/schedule for the switchboard;
• • Provides relief support for the switchboard, as assigned;
• • Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
• • Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
• • Prepares report, as directed;
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Teamwork and co-operation
  • • Customer and quality focus
  • • Good planning and organizing skills
  • • Ability to use own initiative
  • • Integrity and confidentiality
  • • Good interpersonal skills

• Technical:

  • • Administrative management skills
  • • Compliance
  • • Knowledge of Records management
  • • Data management
  • • Information Communication Technology skills

Qualifications

• • Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution, with passes in five (5) CSEC or equivalent subjects including English Language;
• • Two (2) years’ related experience working in an administrative capacity or related environment;
• • Proficiency in the relevant computer software applications.

Additional Information and Instructions

• Special conditions associated with the job:

  • • May be required to work outside of normal working hours from time to time to include weekends

Applications accompanied by résumés should be submitted no later than Monday, 10th March, 2025 to: Director, Human Resource Management and Administration National Library of Jamaica 12 East Street, Kingston. 📧 Email: nljhrm@nlj.gov.jm ℹ️ Subject: Administrative Assistant (GMG/AM 2) We appreciate all responses, however only shortlisted candidates will be contacted

Share This Job