Job vacancy Multi-functional Administrative Assistant

Kingston

OrganisationJamaica Teaching CouncilReferenceVAC-47437Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits Date Posted20/11/2023Expiry Date01/12/2023To assist with the provision of services to clients and other stakeholders of the Standards section; and to provide general administrative and secretarial support to the Senior Standards Officer.

 

Key Outputs:

• Correspondence, reports, etc. typed 
• Calls, mail and visitors dealt with 
• Queries handled 
• Documents/information compiled, manipulated or formatted 
• Files maintained 
• A coded and organized set of standards 
• Disseminated standards/code of ethics 
• Survey data, collected, compiled and analysed 

 

Key Responsibility Areas:

Secretarial Responsibilities 

• Types correspondence, reports and other documents as directed 
• Opens, reads, sorts and distributes incoming mail 
• Arranges for the dispatch of outgoing mail 
• Arranges meetings as directed by the Senior Standards Officer; attends the meetings and prepares, transcribes and distributes minutes 
• Makes travel arrangements for the Senior Standards Officer as required
• Answers the telephone and takes and relays messages 
• Receives and assists persons visiting the Standards section 
• Maintains computerized and manual files and records for the Standards section, including the filing, retrieval, retention, storage, compilation, coding, updating and destruction of the files

Administrative Responsibilities 

• Keeps track of current, new, revised and outdated standards through an appropriate coding and filing system 
• Assists in disseminating, using various media, approved standards and the code of ethics for teaching professionals/programmes/institutions 
• Assists with gathering, compiling and analysing data from satisfaction surveys of education sector groups. 
• Locates and compiles information and manipulate and/or format reports, graphs, tables, records and other illustrations as required 
• Receives and logs complaints, questions and requests from visitors or telephone callers; provides the necessary information where possible or refers persons to the relevant authorities 
• Monitors the section’s expenditures vis-à-vis the approved budget; arranges for payment of procured goods and services and informs the Senior Standards Officer of any likely budget overruns. 
• Orders office supplies for the section and maintains all associated records 

Other 

• Performs other related functions assigned from time to time by the Senior Standards Officer. 

 

Performance Standards:

• Correspondence, reports etc. are prepared/typed in a timely manner and a high level of accuracy is maintained 
• Files are accurate and up-to-date 
• Incoming/outgoing mail are dealt with in a timely manner 
• Confidentiality, dependability and tact are displayed in the conduct of job functions
• Courtesy and professionalism are displayed in the conduct of duties 
• Stipulated deadlines are consistently met

 

Required Competencies:

Core 

• Good interpersonal skills 
• Good oral and written communication skills 
• Good analytical and problem solving skills 
• Good time management and organizing skills 
• Ability to demonstrate a high level of initiative, professionalism and confidentiality
• Good judgement and initiative 
• Ability to work with details 
• Ability to work as part of a team

Technical 

• Strong typing and speedwriting/shorthand skills 
• Good knowledge of office practices and procedures 
• Good knowledge of administrative policies and procedures within the Standards section
• Working knowledge of relevant computer packages including spreadsheet, word processing, presentation and drawing software. 
• Knowledge of record keeping and records/file management techniques
• Knowledge of the operation of standard office equipment, including photocopiers and facsimile machines 

 

Minimum Required Education and Experience

• First degree in Administration/Administrative Management or equivalent qualifications
• Two (2) years working experience in an administrative position

 

Authority:

• N/A 

 

Specific Conditions Associated with the Job

• Normal office environment 
• May be required to work beyond normal hours from time to time to meet deadlines

 

 

We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted

21 Feb, 2024 (77 days left)