Administrative Support Specialist/Administrative Assistant (Kingston)

Administrative Support Specialist / Administrative Assistant (Remote/Hybrid)

JOB SUMMARY

Provide confidential secretarial and administrative support services to the CEO/COO and to any other allocated department by carrying out effective and efficient communication and liaison, establishing and maintaining administrative systems and preparing and maintaining various types and forms of documents and records.

JOB SPECIFICATIONS

A. SKILLS

MINIMUM QUALIFICATIONS:

1. Diploma in Administrative Management or equivalent qualifications.

SPECIALISED KNOWLEDGE:

1. Sound knowledge of standard office procedures and practices.
2. Sound knowledge of records and file management systems and techniques.
3. Knowledge of telephone etiquette and techniques.

SPECIALISED TRAINING:

1. Training in Customer Service.

SPECIALISED SKILLS

1. Advanced user of Microsoft word, PowerPoint, Excel, Access; E-mail; the Internet and Intranet.
2. Excellent electronic file management skills.
3. Excellent interpersonal skills.
4. Strong oral and written communication skills.
5. Strong reading, writing, spelling and mathematics skills.
6. Good organising and time management skills.
7. Good reasoning and problem solving skills.
8. Ability to meet inflexible deadlines.
9. Ability to handle multiple tasks simultaneously.
10. Ability to demonstrate flexibility; work on own initiative and under pressure.
11. Ability to carry through procedures with minimum supervision.
12. Ability to remain calm and composed when dealing with difficult people, situations and frequent interruptions.
13. Ability to pay close attention to detail.
14. Typing speed of 50 words per minute with accuracy.
15. Speedwriting/Shorthand speed of 50 words per minute with accuracy.
16. Tact, diplomacy and good judgement.

EXPERIENCE (TYPE AND AMOUNT):

1. At least two (2) years experience in a secretarial position

B. EFFORT

ANALYTICAL SKILLS:

1. Data manipulation and composition of correspondence.

WORKING CONDITIONS:

1. Normal office environment.
2. Maybe required to work beyond normal office hours to meet deadlines

JOB DESCRIPTION

A. REPORTING RELATIONSHIPS:

REPORTS TO: CEO/COO or any other assigned department

NATURE OF SUPERVISION RECEIVED:

Periodic supervision based on procedures and instructions.

LIAISES INTERNALLY WITH:

1. All Units / departments

LIAISES EXTERNALLY WITH:

1. Customers and potential customers
2. Job seekers

B. DUTIES AND RESPONSIBILITIES:

1. Type letters, memoranda, reports and other documents for the designated manager.
2. Draft responses to routine matters in accordance with established guidelines.
3. Perform general clerical functions such as typing, mailing, duplicating, faxing and filing using appropriate electronic equipment where applicable.
4. Receive staff and visitors seeking audience with the designated manager and deal with matters within authority.
5. Receive and log incoming mail and dispatch outgoing mail for the designated manager.
6. Organise, maintain, enter and manipulate information in confidential manual and electronic databases according to set procedures.
7. Maintain the designated manager's appointment diary and make all related arrangements including travel, itinerary, meeting space, refreshments, etc., provide timely reminders of all appointments.
8. Develop and maintain computerised files and records.
9. Process purchase orders, requisitions and claims according to University procedures.
10. Take and transcribe dictation as required.
11. Order and maintain an inventory of office supplies and materials.
12. Coordinate work distribution within the pool as requested by the head of department.
13. Perform routine bookkeeping tasks.
14. Perform any other duties that may be assigned from time to time.

AUTHORITY:

1. Access confidential information within the scope of duties.

PERFORMANCE CRITERIA:

1. Typed documents are accurate and conform to the required format.
2. Assignments are completed within deadlines and all requirements and standards are met.
3. Files are well organised, current and easily retrievable.
4. Mail is processed on a timely basis.
5. Adequate office supplies are available at all times.
6. Confidentiality is maintained at all times.
7. Queries or problems presented are addressed in a timely manner.
8. Harmonious relations are maintained with staff members, customers and other external contacts.