Administrative Assistant (Kingston, Jamaica) - Ministry of Health & Wellness, Jamaica

 

Administrative Assistant (GMG/AM 3) (Band 5) (Vacant) – Three (3) Positions

JOB PURPOSE

Under the direction and leadership of the Senior Director, Health Infrastructure Standards and Quality Management, the Administrative Assistant is responsible for providing general administrative support to the Branch. The role will provide general technical, administrative and secretarial support, including organizing and coordinating the workflow of the Branch, implementing and maintaining administrative systems and procedures.

KEY OUTPUTS

• Calendars and schedules prepared and maintained
• Meetings coordinated
• Correspondence/documents, reports, presentations and records prepared and distributed
• Record-keeping and administrative systems established and maintained
• Research conducted
• External requests for information processed and provided
• Invoices, vouchers, requisitions, expense claims processed
• Annual/Quarterly/Monthly/Periodic Reports prepared
• Individual Work plan developed

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities

• Manages calendar for the Branch which includes but is not limited to scheduling appointments, coordinating meeting rooms and preparations including refreshments, where applicable;
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase in the branch’s efficiency;
• Provides support to members of the Team on specific projects as agreed with the Principal Director;
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents;
• Assists with the logistical operations of the Branch with respect to the duties assigned including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions as required;
• Conducts research and prepares draft summaries/presentations as required;
• Screens incoming calls and correspondence and responds independently when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Branch’s intranet filing system, performs data entry and scan documents;
• Makes travel arrangements including researching and coordinating itineraries, visa requirements, accommodation and other related activities for the Branch; compiles documents for travel related meetings;
• Ensures that the administrative functions of the Branch such as the preparation of the Time and Attendance Register for submission to the Human Resource Management & Development Branch, among other items, are done on a timely basis;
• Schedules and attends branch and committee meetings, prepares minutes and ensures follow-up actions are done, reproduce, distribute and maintain records of minutes accordingly;
• Exhibits good courtesy to scheduled and unscheduled visitors;
• Opens, sorts and distributesin coming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates branch mail register;
• Attends meetings externally as may be required for the purpose of minute taking, conducting research, compiling supporting documents and related tasks;
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs;
• Maintains office supplies for the branch by monitoring stock levels, placing and expediting orders through the Corporate Services Division, if required, and verifying receipt of supplies.

Management/Administrative Responsibilities

• Contributes to the development of the Branch’s Strategic and Operational Plans and Budget;
• Develops Individual Work Plans based on alignment to the Branch’s Plan;
• Maintains customer service principles, standards and measurements;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and project documents as required

Human Resources Responsibilities

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.

Other Responsibilities

• Performs all other related duties and functions as may be required from time to time.
• Calendar and schedules are coordinated and maintained according established standards and timeframes;
• Events such as meetings are efficiently and effectively coordinated;
• Visitors greeted, and callers responded to in a professional manner;
• Record-keeping and administrative systems are established and maintained in accordance with relevant standards and agreed timeframes;
• Research conducted are evidence-based and timely;
• Reports, correspondence, agendas and minutes are evidence-based and submitted in a timely manner;
• Tact, sensitivity, diplomacy and discretion are exercised in the screening of calls and visitors, giving out of information, and dealing with people;
• Work plans conform to established procedures and implemented accorded to establish rules;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Associate degree or Diploma in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
• Two(2) years’ experience in an Office Management environment.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. May be required to travel locally to attend meetings.

Kindly submit a cover letter and resume along with the names, telephone numbers, and email addresses of two (2) references, one of whom must be a former or current supervisor.

Applications with résumés are to be submitted no later than Friday, January 10, 2025, to:

Senior Director,
Human Resource Management & Development,
Ministry of Health & Wellness,
40 Knutsford Boulevard,
Kingston 5.

Email: jobs@moh.gov.jm

The Ministry of Health & Wellness thanks all applicants for their interest, but only those shortlisted will be contacted.