'Business Operations Assistant II

BUSINESS OPERATIONS OFFICER II

Business Operations Assistant II

About the position:

The Children’s Life Fund Authority (CLFA) is seeking to recruit a Business Operations Assistant II on contract. The successful candidate will perform a variety of complex clerical/secretarial and administrative support duties. Work involves the performance of office management functions; assisting in strategy and work programme planning and implementation; undertaking follow-up activities as required and performing secretarial duties for managerial/professional and technical staff. Duties also include the supervision of employees engaged in the performance of related duties. Depending on the assignment, the incumbent may be required to perform some or the full range of the duties of this position.

What you’ll do (Key Responsibilities):

• Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance.
• Co-ordinates the planning and management of meetings, workshops, and conferences.
• Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports, and other documents.
• Undertakes follow-up activities regarding the Unit’s work programme and decisions taken at meetings, workshops, and conferences and submits progress reports.
• Undertakes research, conducts analysis, and compiles data as directed.
• Performs office management duties such as:

–        Developing and maintaining file register and filing system in keeping with established procedures.

–        Coordinating the receipt, sorting, recording, and distribution of correspondence and other documents.

–        Coordinating travel arrangements for staff.

–        Arranging for equipment/building repairs and maintenance.

• Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.
• Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets utilizing appropriate software.
• Operates a computer, utilizing word processing and other software as well as other standard office machines such as scanners, photocopiers, and facsimile machines.
• Performs administrative support duties for managerial/professional/technical staff such as:

–        Reviewing and screening incoming correspondence, making a preliminary assessment of its importance, handling some personally or forwarding to a superior.

–        Receiving and screening incoming calls and visitors, determining priority matters, and notifying superior; accordingly, and

–        Co-coordinating and managing the superior’s calendar by arranging appointments and engagements.

• Performs other related duties as assigned.

What you’ll need (Education & Relevant Experience Requirements):

• Minimum of four (4) years’ experience performing clerical/secretarial and administrative support duties.
• Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent.
• Experience in Social Work/ Case Intake will be an asset.
• Experience in basic facilities management for an office environment will be an asset.

Do you Have?

 - Experience in Social Work/ Case Intake?

 - Experience in basic facilities management for an office environment? 

Knowledge, Skills and Abilities

• Considerable knowledge of modern office practices and procedures.
• Considerable knowledge of relevant Public Service rules, regulations, instructions, and procedures.
• Considerable knowledge of office management principles and techniques.
• Knowledge of relevant financial rules and regulations.

Key Skills:

• Proficiency in the use of Microsoft Office Suite.
• Skill in the use of personal computers.
• Ability to use e-Government technology platforms.
• Ability to use the internet for research purposes.
• Ability to compose and prepare standard documents such as letters, memoranda, minutes, and reports.
• Ability to demonstrate problem-solving skills.
• Ability to plan, organize, and supervise the work of staff engaged in performing a variety of clerical/secretarial and administrative support duties.
• Ability to train and mentor employees.
• Ability to communicate effectively both orally and in writing.
• Ability to develop creative strategies and solutions to accomplish objectives.
• Ability to lead and work as part of a team.
• Ability to establish and maintain effective working relationships with colleagues and members of the public.
• Ability to use initiative and to find solutions for work-related issues.

Other:

Qualified nationals of the Republic of Trinidad and Tobago, nationals of CARICOM and/or persons with legal status to live and work in the Republic of Trinidad and Tobago are invited to submit their application for consideration for employment on contract, with the Children’s Life Fund Authority at Wendy Fitzwilliam Paediatric Hospital, Eric Williams Medical Sciences Complex. 

Type of Contract and Duration:

• Fixed Term Contract, 3 years initially, renewable upon mutual agreement.

6 months Probationary Period