Job vacancy Multi-functional Administrative Assistant

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Digicel Building, 14 Ocean, Boulevard 9th Floor, Kingston
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Job Type
Job Status
Full Time
21 November, 2023
Job Title

Multi-functional Administrative Assistant

Job Location
Job Presentation
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  • Keeps track of current, new, revised and outdated standards through an appropriate coding and filing system 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 


  • 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:


  • 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


  • 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



  • 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

Valid Till
21 Feb, 2024 (77 days left)

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