Administrative Assistant

The Administrative Assistant plays a vital role in the efficient and professional operation of the Rapid Response Team by providing high-level administrative and operational support.

JOB SUMMARY

 This role is instrumental in ensuring the smooth scheduling, compliance, and welfare tracking of personnel, as well as supporting the day-to-day coordination between field units, command center, and management. The post demands discretion, attention to detail, strong communication, and the ability to manage sensitive information while supporting a 24-hour operation.

KEY ACTIVITIES AND RESPONSIBILITIES

• Assist with the preparation and monitoring of duty rosters for Responders across islandwide shifts.

• Track and maintain an updated database of all Rapid Response personnel, including contact information, deployment records, and compliance status (PSRA, FLA licenses, medicals, training records, etc.).

• Monitor and assist with scheduling mandatory recertification and tactical refresher training sessions (e.g., defensive driving, firearm safety).

• Track uniform distribution and healthcare cards; maintain accurate logs for welfare planning.

• Coordinate with the Central Command Center to ensure up-to-date dispatch information and seamless communication flow.

• Generate reports and maintain accurate KPIs related to client service levels, personnel response times, and operational incidents.

• Assist with firearm licensing and PSRA processing for new and existing team members, including renewals, transfers, and amendments.

• Draft and circulate internal memos, reports, meeting minutes, and letters as required.

• Respond to inquiries from team members, clients, or regulatory bodies professionally via phone, email, and in person.

• Maintain both electronic and physical filing systems for compliance documentation (e.g., firearm permits, PSRA licenses, training records).

• Liaise with firearm dealers regarding maintenance, servicing, and parts procurement when required.

• Support planning for operational reviews, audits, and inspections by regulatory agencies.

• Ensure operational documents are prepared for briefings and operational readiness meetings.

• Support other administrative tasks as assigned, contributing to the team’s overall effectiveness.