Administrative Assistant

Administrative Assistant

Job Purpose:  

Under the supervision of the Regional Compliance & Enforcement Officer, the Administrative Assistant provides administrative and logistical support for the Compliance and Enforcement regional function and maintenance of documentation.

Key Outputs:

• Correspondence processed and appropriately routed
• Records Management systems managed
• Requests for information researched/provided
• Incoming issues researched/prioritized/processed/referred/followed-up
• Team briefed/updated on issues/concerns/appointments/commitments
• Itineraries/meetings coordinated/arranged Special projects undertaken
• High profile submissions forwarded/tracked
• High profile decisions received and actioned
• Corporate, operational and work plans Budget/cash flow prepared
• Reports, technical, papers and publications prepared
• Administrative systems established/maintained

Key Responsibility Areas:

Administrative Responsibilities

• Develops Individual Work Plans based on alignment to the overall plan for the Division;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and programme documents as required;
• Maintains customer service principles, standards and measurements.

Technical/Professional Responsibilities

• Processes all correspondences addressed to the Regional Compliance & Enforcement Office; and routes correspondence and documents as appropriate to allow for the efficient operations;
• Researches, prioritizes, and follows up on incoming issues and concerns escalated to the unit and Regional Manager including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate;
• Conducts on-line and off-line research at the request of the Regional Manager;
• Ensures a confidential files and records management systems, electronic and hard copy, is established and maintained in accordance with established policies and generally accepted professional standards;
• Takes minutes/notes; composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential;
• Reviews, collates and edits reports for submission to the Senior Director and other key stakeholders as directed;
• Produces and distributes action minutes of meetings/consultations; follows up on actions to be taken;
• Prepares audio visual presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, consultations, conferences, interviews as appropriate/directed;
• Prepares Monthly Attendance and Punctuality Reports;
• Maintains the Branch Attendance Register;
• Prepares requisition forms for the procurement of goods and service;
• In collaboration with the Regional Manager drafts corporate/operational plan, budgetary provisions for the administration of the division;
• Coordinates the preparation and timely advancement of high-profile/technical submissions; track the processing of these submissions;
• Ensures management decisions are received and actioned as directed/appropriate;
• Communicates directly on behalf of the Regional Manager with Executive management, HR Directors, staff, external clients /customers stakeholders and others, on matters related to the Compliance & Enforcement;
• Functions as a liaison for smooth communication between the Regional Manager’s Office and internal divisions/branches in a manner that serves to maintain credibility, trust and support with senior management and staff;
• Works closely with the Regional Manager’s to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate;
• Ensures the ongoing maintenance of office equipment and of an adequate inventory of office supplies;
• Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the office;
• Maintains knowledge of the division’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.

Human Resources Responsibilities

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.
• Demonstrates and upholds the Agency’s core values in personal and professional behaviours to minimise reputational risks and maintain the corporate image of the Agency.

Other Responsibilities

• The incumbent may, from time to time be assigned duties not specifically outlined within the job description but are, however within the capacity, qualifications and experience normally expected from a person occupying this position.

Authority

• Debriefs reports and papers;
• Draft documents;
• Makes recommendations to improve the administrative efficiency of the Division’s office.

Performance Standards:

• Correspondence processed and appropriately routed in accordance with agreed standards and timeframes;
• Records Management systems managed in accordance with established standards and timeframes;
• Calendars, schedules, itineraries are efficiently coordinated and maintained and the Regional Manager updated and briefed in a timely manner;
• Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner;
• Meetings and events are efficiently and effectively coordinated and managed to ensure the achievement of meeting/events objectives;
• Communication between the Regional Manager’s office, internal divisions/Branches and external stakeholders is conducted in a manner that serves to maintain the credibility, trust and support of senior management and staff;
• Regional Manager updated in a timely manner on the status of issues, assignments and matters requiring attention;
• Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner;
• Technical submissions advanced in a timely manner and in accordance to established standards;
• Management decisions actioned in a timely manner;
• Research conducted is thorough and findings and conclusions sound;
• Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information;
• Confidentiality of information and communication, oral and written, is maintained at all times;
• Priorities are determined and tasks scheduled to meet deadlines;
• Administrative systems are established and maintained that ensures the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail.

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

(ii) External Contact (required for the achievement of the position's objectives)

Working Conditions

• Work will be conducted in an office outfitted with standard office equipment and specialized software.  The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. May be required to travel to meetings to support the Regional Manager, as applicable.

Required Competencies

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
• Excellent keyboarding dexterity
• Solid notetaking and transcribing skills
• General knowledge in budget cash flow preparation
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration
• Knowledge of research and statistical methods and techniques
• Ability to compose correspondence and reports

Minimum Required Education and Experience

• Associate Degree in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
• Two (2) years’ experience in an Office Management environment.

OR

• CPS, CPA or Diploma in Secretarial Studies from a recognized institution

OR Certificate in Administrative Management Level 2

• Two (2) years related work experience.

OR

• NVQJ Level 3 in Administrative Management;
• Two (2) years related work experience.

Salary Scale: $1,711,060 - $2,301,185