Job vacancy Administrative Assistant (GMG/AM 2)

JOB BY
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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WORK AT
Ministry of Labour and Social Security
Job Type
Employee
Job Status
Full Time
Announced
12 September, 2020
Job Title

Administrative Assistant (GMG/AM 2)

Job Location
Job Presentation

JOB DESCRIPTION

JOB PURPOSE

The Administrative Assistant reports to the Principal Social Worker and is responsible for providing administrative services for the daily activities and the transition process along with providing administrative support to the JCPD Advisory Board, in an effective and efficient manner.

KEY OUTPUTS

  •  Reports and correspondences prepared, processed and distributed
  •  Minutes prepared and distributed
  •  Meetings organized
  •  Documents/files created and managed
  •  Schedules developed and monitored
  •  Travel arrangements co-ordinated
  •  Payments managed

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities

  • Types and emails correspondences, reports and other documents relating to the JCPD, its clients and the JCPD Advisory Board
  • Works with Registration Clerk for access to client’s files based on their requests for letters to various stakeholders
  • Liaises with the JCPD Paralegal Assistant and give regular updates of activities ensuring that there are no conflicting appointments for meetings
  • Opens and distribute mail for Principal Social Worker
  • Prepares relevant packages for meetings – Board and various levels of staff meetings
  • Liaises with committee members on related matters
  • Prepares and distribute final copy of Minutes to relevant committee members
  • Maintains confidential records and files
  • Makes all required arrangements in advance for all Board, sub-committee and other meetings in collaboration with JCPD Administrator
  • Arranges for payment of honorariums to Board and Committee members in collaboration with the Paralegal Admin Assistant
  • Checks the professional email of the Principal Social Worker and give advice so accurate and timely response can be given regarding the stakeholders’ and other relevant activities that need attention
  • Researches and assists with the preparation of policies, procedures, guidelines and manuals of the Board/JCPD
  • Prepares correspondence on behalf of Principal Social Worker and Board to relevant internal and external stakeholders
  • Prepares agendas for meetings
  • Performs other related duties as required

Management/Administrative Responsibilities

  • Follows-up with and draft correspondence
  • Prepares PowerPoint presentations, meeting notes and action items from meetings chaired by the Principal Social Worker
  • Assists in the development and maintenance of a database on the status of activities being monitored by the Principal Social Worker
  • Maintains files relating to the work of the Advisory Board in towards the implementation of the Disabilities Act
  • Ensures that the relevant officers always have required stationery, equipment etc for effective functioning
  • Co-ordinates local and overseas travel arrangements
  • Develops schedules and monitors appointments for meetings, events and other related activities
  • Dispatches correspondences to relevant departments
  • Attend relevant Board and Staff meetings

Human Resource Responsibilities

  • Monitors staff welfare concerns and facilitates appropriate interventions
  • Supervises performance of the Secretary
  • Provides coaching and feedback for staff

PERFORMANCE STANDARDS

  • Error free research papers, reports, analytical notes or briefs produced in relevant formats within timelines given based on established standards
  • Updated Reports on key activities are monitored and presented to the Principal Social Worker in established formats and timeframes
  • Schedules for meetings, events and related activities consistently monitored and updated
  • Correspondences dispatched expeditiously
  • Conducts research and prepares documents in established formats and guidelines

Internal and External Contacts (specify purpose of significant contacts);

Internal

  • Contact (Title) Purpose of Communication
  • Chief Technical Director Receive directives and guidance
  • Principal Social Worker Receive directives and guidance
  • Senior Directors/Managers Follow-up on various activities/tasks assigned
  • Staff Information, meetings, guidance

External

  • Contact (Title) Purpose of Communication
  • Ministries, Departments and Agencies Information, meetings, reports on policies, programmes and projects
  • Private Sector and Civic Groups Development of Partnerships and Information
  • Individuals Information, meetings, guidance

REQUIRED COMPETENCIES

  • Exceptional verbal and written communication skills
  • Ability to work on own initiative and with minimal supervision
  • Ability to work with a team in a dynamic environment
  • Highly developed inter-personal skills
  • Excellent analytical skills
  • Excellent problem-solving skills
  • Excellent presentation and reporting skills
  • Proficiency with MS Office Suite (Excel, Word, PowerPoint)
  • Knowledge of office administration & management
  • Knowledge of Council and committee systems
  • Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

  • First degree in Social Sciences or the Arts
  • At least 2 years experience in the field or in a related area would be an asset
  • Training in office management systems and procedures

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Long hours
  • Normal office environment.

AUTHORITY

Recommends disciplinary actions

Valid Till
12 Oct, 2020


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