Ministry of Sport and Community Development
Port of Spain
Job Description
<p style="text-align: justify;"><span style="letter-spacing: 0.4px;">The Incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties. Work involves the performance of office management functions; assisting in strategy and work programme planning and implementation; undertaking follow-up activities as required and performing secretarial duties for managerial/professional and technical staff. Duties also include the supervision of employees engaged in the performance of related duties. depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position. (Curriculum Vitae and Cover letter is required. Please refer to the Ministry's Website for the entire job description)&nbsp;</span></p>
Key and Critical Responsibilities
<ul><li>Co-ordinates the planning and management of meetings, workshops and conferences;</li><li>Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports and other documents;</li><li>Undertakes follow-up activities regarding the Unit's work programme and decisions taken at meetings, workshops and conferences and submits progress reports;</li><li>Undertakes research, conducts analysis and compiles data as directed;</li><li>Performs office management duties such as:</li></ul><p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;- developing and maintaining file register and filing system in keeping with established procedures</p><p>&nbsp; &nbsp; &nbsp; &nbsp; - coordinating he receipt, sorting, recording and distribution of correspondence and other documents</p><p>&nbsp; &nbsp; &nbsp; &nbsp; - coordinating travel arrangements for staff</p><p>&nbsp; &nbsp; &nbsp; &nbsp; - arranging for equipment/building repairs and maintenance</p><ul><li>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion;</li><li>Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilising appropriate software;</li><li>Operates a computer, utilising word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines;</li><li>Performs administrative support duties for managerial/professional/technical staff such as:</li></ul><p>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;- reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;personally or forwarding to superior; receiving and screening incoming calls and visitors, determining priority matters and &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;notifying superior accordingly; and coordinating and managing the superior's calendar by arranging appointments and &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;engagements.</p><ul><li>Performs other related duties as assigned.</li></ul>
Key Competency
<ul><li>Considerable knowledge of modern office practices and procedures.</li><li>Considerable knowledge of relevant Public Service rules, regulations, instructions and procedures.</li><li>Considerable knowledge of office management principles and techniques.</li><li>Ability to use the internet for research purposes.</li><li>Ability to compose and prepare standard documents such as letters, memoranda, minutes and reports.</li><li>Ability to communicate effectively both orally and in writing.</li><li>Ability to establish and maintain effective working relationships with colleagues and members of the public.</li><li>Ability to use initiative and to find solutions for work related issues.</li></ul>