GMG/AM2
Jamaica
Posted 6 days ago
The National Library of Jamaica invites applications from suitably qualified persons to fill:
Position: Administrative Assistant (GMG/AM 2) (Vacant)
Salary Scale: $1,711,060 per annum
Deadline: Monday, March 10, 2025 @ 5 p.m.
Job Purpose
Under the supervision of the Director, the administrative Assistant is required to organise, monitor and execute administrative duties/functions to ensure the smooth operations and optimum output of the Division and or Branch.
Key Outputs
- Correspondence prepared
- Minutes transcribed/reproduced
- Minutes circulated
- Meetings/events coordinated
- Emails accessed and sent
- Calendar and diary of events generated and maintained
- Filing system established and maintained
- Databases updated and maintained
- Appointments/events scheduled and maintained
- Telephone calls routed
- Absence & leave record monitored
- Official documents/forms generated
- Incoming and outgoing correspondence processed/logged
- Reports submitted
Key Responsibilities
Professional/Technical:
- Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from draft or verbal.
- Composes routine correspondence; copies, disseminates and post documents and information as directed.
- Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers
- Assists with coordinating the submission of budget information for the Branch/Division
- Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
- Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
- Updates & maintains databases in a timely manner
- Provides support for meetings by;
- Making arrangements for venue/meeting room and refreshments, projector, etc.
- Recording and generating accurate and timely minutes of meetings
- Produces and distributes action sheet, agenda and reports for meetings
- Preparing and compiling documents for review/circulation
- Ensuring the circulation of minutes prior to meetings
- Monitors the schedule for secretarial support and devotion for staff meetings
- Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
- Organises and maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all incoming and outgoing mails
- Maintains an appropriate system to control and safeguard confidential documents, files and reports
- Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
- Maintains and supports an effective records management systems to include document control procedures for the Division/Branch
- Maintain absence and leave record for the Branch/Division
- Receives and appropriately route phone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority
- Ensures that urgent matters are re-routed for immediate attention in the absence of the Director
- Produces follow-up action for Directors and Managers and provide timely reminders
- Assists with the planning of staff activities and other NLJ events as directed
- Photocopies and collates documents as required;
- Prepares and maintains adequate supply of official forms/documents and stationaries for the Division/Branch
- Provides administrative support for Board of Management Committee Meetings as assigned
- Maintains a relief telephone operator register/schedule for the switchboard
- Provides relief support for the switchboard as assigned
- Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
- Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.
- Prepares report as directed
- Performs any other related duties assigned from time to time
Performance Standards/Indicators
- Correspondence prepared according to agreed standard
- Correspondence prepared within specified time
- Minutes reproduced within specified time
- Incidence of errors and omissions in correspondence and minutes
- Minutes circulated within agreed time
- Meetings/events coordinated according to agreed standard
- Meetings/events coordinated within specified time
- Emails accessed and sent within specified time
- Incoming and outgoing correspondence processed according to agreed standard and within specified time
- Telephone calls answered and routed within specified time according to agreed standards
- Absence & leave record monitored within specified time according to agreed standard
- Incidence of errors and omissions in absence/leave records
- Calendar and diary of events generated and maintained within specified time
- Filing system maintained according to agreed standard
- Filing system maintained within specified time
- Incidence of errors and omissions in filing system
- Appointments/events scheduled and maintained within specified time
- Official documents/forms generated within specified time
- Reports submitted within specified time according to agreed standards
- Incidence of errors and omission in reports
Required Competencies/Skills/Knowledge
Core Competencies:
- Oral Communication
- Written Communication
- Teamwork & Cooperation
- Customer & Quality Focus
Technical Competencies:
- Administrative Management
- Planning & Organising
- Initiative
- Integrity & Confidentiality
- Interpersonal Skills
- Compliance
- Records Management
- Data Management
- Information Communication Technology
Qualification & Experience
- Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution with passes in Five (5) CSEC or equivalent subjects including English Language
- Two (2) years’ related experience working in an administrative capacity or related environment
Proficiency in the relevant computer software applications
Special Condition Associated with the Job
May be required to work outside of normal working hours from time to time to include weekends.
Applications accompanied by detailed resume should be sent by Monday, March 10, 2025 @ 5 p.m.
Director, Human Resource Management and Administration
National Library of Jamaica
12 East Street, Kingston
Email: nljhrm@nlj.gov.jm
We appreciate all responses, however only shortlisted candidates will be contacted