Administrative Assistant/Kingston Port Officer

Administrative Assistant/Kingston Port Officer

JOB DESCRIPTION/SPECIFICATION

POSITION: Administrative Assistant/Kingston Port Officer

DEPARTMENT: Strategic and Administration 

REPORT TO: Strategic and Administration Manager

Purpose of Job

To provide administrative support to the Strategic and Administration Manager and administer the work of the department such as information gathering and disbursement.

Key Output/Deliverables

• Clerical services provided to the assigned person (Secretarial and administrative functions)
• Information effectively disbursed to relevant departments and agencies
• Handles confidential information

Main Duties/Task

Provide typing services for the Executive Director as it relates to Strategic and Administration to include:

• Taking dictation and transcribing on a computer device
• Typing draft notes
• Typing letters, memos, reports etc

Manage incoming and outgoing correspondence and taking appropriate follow-up actions to include:

• Opening and sorting incoming correspondence, stamping, or otherwise affixing the date of arrival and referring to the relevant person
• Preparing and forwarding to Manager letters in response to routine enquires; ensuring that the correspondence and directives have been dealt with
• Routing correspondence to other Directors/Managers as directed
• Dispatching confidential correspondence 
• Deliverables from the Executive Director after meetings

Ensure that proper filing procedures are in place by:

• Establishing and operating a system for the maintenance and control of confidential and unclassified/classified correspondence, files, and records
• Ensuring that all files in the Strategic and Administration Department are complete, entered in filing system and contain all information required, and that confidential papers are adequately always secured

Control telephone calls, emails, and other types of communication, arrange and monitor appointments for the Department:

• Taking and sending telephone messages and screening calls
• Checking emails, and responding to emails
• Receiving visitors, answering general enquires and/or referring callers to appropriate officers
• Scheduling appointments

• Issue timely reminders of appointments to the Manager

Other duties:

• Prepare orders/requisitions for the purchase of goods and services and submit them to the Executive Director for signature
• Ensure stationary supplies for the department are always adequate
• Send and receive all emails
• Take minutes of meetings
• Draft correspondence
• Make travel arrangements to include accommodation for the general office staff and the department
• Perform the duties of Port Officer in Kingston when ships are in Port
• Any other reasonable duties that may be assigned

Dimension, authorities, and decision-making

To ensure that the administrative functions of the department are carried out in a timely and efficient manner

Performance Criteria

• Acknowledge the receipt of all correspondence within two (2) working days of receipt
• Respond to all telephone queries and return calls within a day after receipt
• Complete filing on day of receipt thus allowing documents to be retrieved on request
• Ensure that data system and files are properly maintained

Minimum education and experience

• At minimum secretarial certification from recognized institution
• Recognized supervisory/management course
• Minimum of one (1) years’ experience in an administrative position
• Knowledge of the Cruise industry would be an added benefit

Key Competencies

• Good oral and written communication skills
• Self-motivated
• Must be a team player
• Super proficient in computer programmes, e.g., Microsoft. Excel, Power Point
• Proficiency in technology and things thereof is an asset
• Good typing skills
• Knowledge of the Tourism sector would be an asset
• Ability to act on own initiative

Behavioural competencies

• Team player
• Loyalty to the management and the organization
• Very good interpersonal skills
• Collaborate effectively with other agencies
• Operate in excellence
• Must be able to travel at short notice

Liaison/Principal contacts

Internal

External