Government of Jamaica
Salary Range: $2,190,302 - $2,945,712 per annum
JOB PURPOSE
Under the general supervision of the Director, Public Relations and Corporate Communications, the Administrative Assistant is required to assist in the delivery of efficient and effective administrative and general office procedure services to the Public Relations and Corporate Communications Division.
KEY OUTPUTS
- Director’s diary maintained and meetings arranged
- Correspondence sorted, recorded and distributed
- Documents produced
- Records management system maintained
- Event logistics organised and executed
- Division’s budget maintained
- Advice and technical services provided
KEY RESPONSIBILITY AREAS
- Assists in supporting the requirements of the approved budget for the Division ensuring that all expenditure are documented and accounted for according to GoJ guidelines;
- Prepares all internal and external commitments relating to the Division’s expenditure in collaboration with the Finance and Accounts Unit of the Ministry;
- Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention;
- Schedules and coordinates internal and external meetings on behalf of the Director
- Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received;
- Assists with research in the preparation of reports, brief and speeches for the Director’s review and Operational and Work Plans as well as Quarterly/Monthly status reports on the work of the Division;
- Processes assigned correspondence and provides feedback to the Director as required;
- Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk;
- Organises meetings hosted by the Director to include staff meetings and all other relevant meetings to include Heads of Divisions/Branches, Heads of Agencies meetings and prepare minutes, reproduces and distributes in accordance with established guidelines;
- Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director;
- Coordinates activities for a variety of meetings, attend meetings, take minutes and prepares and circulate minutes as required;
- Attends meetings with the Director, upon request, takes notes/minutes as required;
- Assists the Director with adhoc reports and quarterly reviews as instructed;
- Interfaces with the staff of the Ministry, Agencies, other stakeholders and responds to problems/concerns and issues that need the Director’s attention;
- Responds to official enquires about the work of the Division and where necessary, refers these enquiries to the appropriate officers.
REQUIRED COMPETENCIES
Functional/Technical Competencies
- Excellent knowledge in office procedure
- Excellent customer & quality focus
- Good Research and analysis skills
- Able to work well with creative people and diverse groups
- Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems
Core Competencies
- Oral and written and communication skills
- Problem Solving and Decision Making
- Planning and Organising
- Flexibility and adaptability
- Interpersonal skills
- Teamwork and cooperation
- Integrity
- Initiative
MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE
- An Undergraduate Degree in Social Sciences such as Management Studies, Business Administration or its equivalent from a recognised tertiary institution.
- Two (2) years related work experience.
Applications accompanied by résumés should be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than Monday, December 9, 2024 to:
Director, Human Resource Management and Development
Ministry of Culture, Gender, Entertainment and Sport
4-6 Trafalgar Road
Kingston 5
We thank all applicants for their expressions of interest, however only short-listed candidates will be contacted.