Administrative Assistant

The Administrative Assistant provides support to the Senior Manager as well as other staff by performing a range of administrative and routine office functions.

Summary:

The Administrative Assistant provides support to the Senior Manager/Manager and performs a range of administrative and routine office functions that would ensure the efficiency and effectiveness of the Department’s operations and assist in achieving the strategic goals of the department and by extension, the Corporation.

Key Duties & Responsibilities:

General

Coordinates and manages superior’s calendar by arranging appointments and engagements as necessary

• Coordinates the planning and management of meetings as directed
• Records, compiles  and distributes minutes of meetings as necessary
• Undertakes follow-up activities regarding the Department’s work programme and decisions taken at meetings and submits progress reports to superior
• Receives, reviews, sorts and processes departments’ incoming mail in accordance with corporate policy as directed
• Undertakes research, conducts analysis and compiles data as directed
• Codes and completes data entry from survey forms or other documentation as guided
• Generates and/or modifies a wide variety of documents such as letters, memoranda, minutes, reports, drafts, presentations, spreadsheets and emails as needed.
• Drafts responses  to general correspondence of a routine nature including e-mails as required
• Makes necessary enquiries and organizes travel arrangements for Manager and/or staff as necessary
• Performs general clerical duties including photocopying, faxing, binding, distributing mail internally as required
• Monitors housekeeping and submits reports of any deficiencies to the relevant Department
• Receives and screens incoming calls and visitors, determining priority matters and notifying superior accordingly

Document Management

• Maintains the records management function of the Department – both manual and soft copy records - in accordance with the Corporation’s approved policies and procedures and with guidance from Supervisor as well as the Records Department
• Develops and maintains departmental database(s) as directed

Human Resources Responsibility

• Maintains records relevant to employee benefits, expense reports and/or other human resource functions as is required

Inventory Management

• Routinely checks office machinery e.g. clear paper jams from copier;  order  toner, ink and other supplies; and reports any issues to the relevant Department
• Maintains up to date records and adequate stock levels of office supplies to ensure that such items are appropriately accounted for and are available for use in the Department, as required 

• Performs any other duties related to the job function as may be assigned