Administrative Assistant

To provide direct and confidential support to the Executive, ensuring effective and efficient workflow with the internal and external customers.

ADMINISTRATOR-GENERAL’S DEPARTMENT

• To provide direct and confidential support to the Executive, ensuring effective and efficient workflow with the internal and external customers.
• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and to perform related duties assigned.

• Liaising with Executives and Managers to ensure that the Deputy Administrator-General is kept informed on issues that are likely to impact on the operations of the Section, to enable quick response for problem solving.
• Use of judgement and knowledge of issues, priorities and relationships within the Agency to respond to requests for meetings with the Deputy Administrator-General and/or re-directing same to an appropriate member of the Senior Management Team.
• Correspondence, reports and memos produced.
• Agendas and minutes of meetings prepared.
• Meetings and functions scheduled and arranged.
• Conferences, local and overseas travel arranged.

• Accurate dictation is taken and transcribed.
• Engagements for the Deputy Administrator-General are accurately logged and reminders provided to facilitate effective preparation.
• Duties performed, consistently meet established standards.
• Stipulated deadlines are consistently met.
• Confidentiality and integrity are exercised.
• Confidential files are maintained.
• Agency policies and procedures are adhered to.
• Harmonious relations are maintained with staff members and external contacts.
• Attendance and punctuality are consistently good.

• Prepare correspondence, reports and documents for the Deputy Administrator-General.
• Assist in the preparation and collection of standard monthly and quarterly reports.
• Prepare reports in conjunction with Executives and Managers, for presentation to various levels of management, Boards and the policy directorate, both internally and externally.
• Read and screen incoming correspondence and reports and make preliminary assessments of their importance.
• Handle incoming matters as appropriate, forward other matters to Executives and staff, and follow up to ensure completion.
• Review and critique reports and correspondence destined for external circulation before the Deputy Administrator-General’s signature can be affixed.
• Coordinate special projects, internally or externally, as instructed by the Deputy Administrator-General.
• Organise meetings and prepare Agendas and relevant documents.
• Take minutes at meetings as directed, and ensure minutes are circulated within stipulate timeframe.
• Maintain diary of meetings/appointments for the Deputy Administrator-General advising of matters requiring prompt attention.
• Follow-up on directives issued by the Deputy Administrator-General to ensure their timely completion and compliance.
• Research, compile, assimilate and prepare confidential and sensitive documents and brief the Deputy Administrator-General regarding the contents.
• Establish and maintain an efficient filing and record keeping system ensuring sensitive information is kept confidential.
• Interface with officials and members of the public seeking audience with the Deputy Administrator-General and deal with matters within given authority.
• Receive and make telephone calls for the Deputy Administrator-General.
• Perform other related duties as assigned from time to time by the Deputy Administrator-General.

• Access confidential information.
• Liaise internally with all Sections
• Liaise externally with the relevant Ministries/Department/Agencies and external parties making direct contact with the Deputy Administrator-General.
• Screen calls and visitors.
• Expected to demonstrate a high level of integrity and professionalism.
• May be required to work beyond normal working hours to meet deadlines.
• Will be required to attend meetings and represent the AGD at functions off site.

• Ability to understand legal documents.
• Ability to work under pressure and to meet tight deadlines.
• Excellent written and communication skills.
• Good analytical skills and sound judgement.
• Good interpersonal skills.
• Good time management and organising skills.
• Proficient in the use of relevant computer applications.

•  Associate Degree in Business Management or Office Administration                                       

                                                or

• Any equivalent combination of education
•  A minimum of two (2) years related experience
• Sound knowledge of AGD’s operations.
• Knowledge of the laws of succession.
• Competent in the use of t Microsoft Office Suite.