Administrative Assistant (GMG/AM 3) - Kingston and St. Andrew Local Office (Public Assistance)

Summary

Under the direction of the Parish Manager/Regional Director(s), the Administrative Assistant provides a wide range of administrative support services to ensure the efficient and effective operations of the Local Office and its staff. 💰Salary: $2,190,302 - $2,945,712 JMD per annum

Responsibilities

• • Assists with the co-ordination and dissemination of information/documents to various clients (staff/media/general Public/Public Sector);
• • Ensures that documents are dispatched through the most effective means, depending on the urgency of correspondence;
• • Schedules appointments and provides prompt and accurate information to callers/visitors/clients;
• • Processes calls, visitors and correspondence directed to the Sections;
• • Assists clients, both in person and on the phone, by supplying information or referring them to the appropriate source;
• • Establishes and maintains good working relationships with both internal and external customers of the Section;
• • Records and distributes incoming and outgoing correspondences, ensures that they are properly directed, and do any follow-up work necessary;
• • Makes photocopy and faxes documents, as necessary;
• • Maintains the stock level of stationery within the Section;
• • Maintains and continually updates database with names, telephone, fax numbers, e-mail and addresses of clients;
• • Assists in the preparation of Corporate, Operational Plans and Budget for the Section and the Centre;
• • Produces documents and reports, and transcribes Minutes for circulation;
• • Conducts research and collates documents for conferences and press briefings;
• • Conducts extensive research to satisfy queries/questions on behalf of the Parish Manager/Regional Director;
• • Responds to routine and other correspondence;
• • Ensures the Parish Manager/Regional Director is kept abreast of relevant information on issues relating to the Local Office;
• • Monitors matters that have been passed to Parish Manager/Regional Director’s desk for action;
• • Represents the Parish Manager/Regional Director at meetings, seminars and conferences, and records Minutes;
• • Arranges meetings and logistics;
• • Co-ordinates preparation for the Parish Manager/Regional Director’s overseas travel, where applicable;
• • Ensures compliance within budgetary constraints;
• • Maintains diary and schedules appointments;
• • Assists the Telephone Operator in answering telephone calls, finding out problems, and providing the necessary information and guidance sought;
• • Assists in the management of correspondence;
• • Keeps records of all deadlines to be met and important matters to be dealt with;
• • Assists the Records Officer with the management of files;
• • Receives and screens visitors, prior to audience with Parish Manager/Regional Director;
• • Accesses and sends e-mail via internet;
• • Assembles and disseminates information to internal and external personnel, as requested;
• • Performs any other related duties that may be assigned, from time to time, by the Parish Manager/Regional Director.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Integrity
  • • Teamwork
  • • Customer and quality focus
  • • Good analytical thinking skills
  • • Good planning and organizing skills
  • • Compliance
  • • Good problem-solving skills

• Technical:

  • • Technology and innovation
  • • Relationship Management skills
  • • People Management skills
  • • Academic leadership skills

Qualifications

• • Associate Degree or Diploma in Business Administration or a comparable certification;
• • Two (2) years’ experience in a similar position.

Additional Information and Instructions

• Special Condition Associated with Job:

  • • May be required to work long hours beyond typical office hours.

Applications accompanied by résumés should be submitted than Thursday, 13th March, 2025 to: Senior Director, Human Resource Management and Development Ministry of Labour and Social Security 14 National Heroes Circle Kingston 4 📧 Email: resume@mlss.gov.jm 📜 Subject: Administrative Assistant (GMG/AM 3) - Kingston and St. Andrew Local Office (Public Assistance) Please note that only shortlisted applicants will be contacted.

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