Administrative Assistant

POSITION TITLE:

Administrative Assistant (Pool)

(Contract Position)

POSITION GRADE:

Grade 1 (a)

DEPARTMENT:

Human Resources and Administration

REPORTS TO (JOB TITLE):

The position reports to:

• ● Human Resource Officer

A. POSITION PURPOSE:

The Administrative Assistant reports to the Human Resource Officer administratively but will be directed as required to requisite Departments to provide advanced-level administrative support to the assigned department.

B. MAJOR DUTIES & RESPONSIBILITIES:

Category

Functions/ Tasks

% of Time Spent on each Category

• Prepares and modifies correspondence, presentations and other documents, as directed.
• Carries out research, as directed by the Manager or designate.
• Assembles and analyses data to prepare presentations, reports, and minutes, as directed.
• Manages and maintains schedules for interviews, meetings, follow-up actions and communication with all parties involved.
• Arranges and coordinates departmental meetings and events.
• Prepares letters and reports for meetings.
• Receives and screens clients and other visitors.
• Receives and responds to phone calls and messages on behalf of the Department.
• Assists in employee relations activities.
• Creates and maintains highly accurate filing systems, soft and hard copies, which can be easily retrievable.
• Implements administrative procedures appropriate to the needs of the department, as directed.
• Maintains stationery inventory levels, where necessary.
• Performs tasks and related projects which are key to the sustainability and success of the company.

C. OTHER DUTIES & RESPONSIBILITIES:

The duties and responsibilities as outlined, are intended to describe the general nature and level of work to be performed by you. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

% of Time spent on activity

Performs such tasks as may be required for the smooth operation of the department and organisation.

When needed

INDIVIDUAL SAFETY RESPONSIBILITY:

It is the responsibility of each employee to protect oneself as well as fellow employees from injury. Work shall be conducted according to established safe practices and procedures. Please refer to EMBD’s Environmental, Health and Safety Policies.

D. QUALIFICATIONS, EXPERIENCE, BEHAVIOURAL AND TECHNICAL COMPETENCIES:                                                           

Qualifications: Minimum

• Bachelor’s Degree in Business Management/Administrative Professional Secretarial certification or similar qualification.

Experience: Desired

• Five (5) years’ experience in an advanced administrative role.

Behavioural Competencies: Desired

• Highly confidential.
• Execute work with little or no supervision.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Strong organizational and administrative skills.
• Flexible and can adapt quickly to changing work environment.

Technical Competencies: Desired

• Experience in the use of HR software and database.
• Expert knowledge of the Microsoft Office Suite.
• Minute taking and reporting writing.
• Understanding of human resource terminology, regulations and practices.
• Negotiations skills.