Job vacancy Administrative Assistant

Ministry of Labour and Social Security (LMIS)
Ministry of Labour and Social Security, 1F North Street, Kingston
  +1 876 922 9500, +1 876 924 9436

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Job Type
Job Status
Full Time
23 July, 2020
Job Title

Administrative Assistant

Job Presentation

Job Description

Position Summary

The purpose of the position is to contribute to the efficient delivery of service to customers by providing administrative support to the Regional Operations Manager and the staff of the Montego Bay Regional Office.

Principal Duties and Responsibilities

Secretarial / Administrative

  • Provides routine clerical, secretarial and administrative support to the Regional Operations Manager(ROM)
  • Types and prepares correspondences, memos, documents, minutes of meetings and reports
  • Manages the flow of incoming and outgoing communication between the ROM and persons internally and externally and between the main office and the Montego Bay Office
  • Arranges and organizes meetings
  • Liaises with staff in the Kingston Office on matters relating operational and personnel issues
  • Maintains the stock of office stationery, issues stationery to users and makes arrangements for timely replenishment of the stock


  • Provides information on overtime hours worked by technical staff and submit to the Accounting Department
  • Maintains Petty Cash

Record Keeping / Reports

  • Maintains general files and records for employees
  • Compiles weekly attendance reports for transmission to the Personnel Department
  • Compiles report on the mileage recorded by each vehicle for specified periods
  • Prepares monthly HR report for the Personnel Department with information on employee’s monthly activities at the office
  • Assists in the development of individual work plans in

People / Supervision

  • Supervises the work of direct reports
  • Assists in the development of work plans in conjunction with direct reports,
  • Provides performance feedback and conducts Appraisals
  • Identifies learning and development needs and recommends interventions to close gaps in competencies

Key Outputs

1. Correspondence and documents prepared

2. Attendance records compiled

3. Communication managed

4. Stationery inventory managed

5. HR records maintained

6. HR reports prepared

7. Petty Cash maintained

Key Performance Measures

  • Success in the position will be measured by
  • Time taken to prepare documents
  • Accuracy of information kept
  • Quality of work performed for the Regional Operations Manager
  • Staff satisfaction with services provided
  • Number of appraisals completed within the stipulated time

Job Specification

Minimum Education and Experience

  • Secretarial Diploma/First Degree in Business Administration
  • Two (2) years’ experience in secretarial or administrative work environment

Key Technical Competencies

The job holder should have the appropriate level of knowledge, know and skills in the following areas

  • Office procedures
  • Basic Accounting
  • Computing / Microsoft Office
  • Typing / Keyboarding

Interpersonal / Behavioural Competencies

The job holder should exhibit the appropriate behaviours and attributes in the following areas

  • Customer /Client Service
  • Performance Management
  • Communication
  • Planning and Organizing
  • Teamwork
  • Professionalism
Valid Till
23 Aug, 2020

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