Ministry of Land and Legal Affairs
Port of Spain
Job Description
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 the performance of related duties. Depending on assignment, the incumbent may be required to perform some or the full range of duties of this position.
Key and Critical Responsibilities
- Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance. <div>- Trains and guides staff in performing work assignments. </div><div>- Co-ordinates the planning and management of meetings, workshops and conferences. </div><div>- Prepares and/ or guides the preparation of complex correspondence, spreadsheets, reports and other documents. </div><div>- Determines the need for, prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment. </div><div>- Undertakes follow-up activities regarding the Units work programmes and decisions taken at meetings, workshops and conferences and submits progress reports. </div><div>- Undertakes research, conducts analysis and compiles data as directed. </div><div>- Performs office management duties such as: </div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;1. Developing and maintaining file register and filing system in keeping with established procedures;</div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;2. Coordinating the receipt, sorting, recording and distribution of correspondence and other documents; </div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;3. Coordinating travel arrangements for staff; and</div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;4. Arranging for equipment/building repairs and maintenance.</div><div>- Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. </div><div>- Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilizing appropriate software. </div><div>- Operates a computer, utilizing word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines. </div><div>- Performs administrative support duties for managerial/professional/technical staff such as: </div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;1. Reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to superior; </div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;2. Receiving and screening incoming calls and visitors, determining priority matters and notifying superior accordingly; and</div><div>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;3. Co-ordinating and managing the superiors calendar by arranging appointments and engagements. </div><div>- Performs other related duties as assigned.</div>
Key Competencies
<b><u>KNOWLEDGE: </u></b><div> </div><div>- Knowledge of modern office practices and procedures. </div><div>- Some knowledge of relevant Public Service rules, regulations, instructions and procedures.</div><div><br></div><div> </div><div><b><u>SKILLS AND ABILITIES: </u></b></div><div>- Proficiency in the use of Microsoft Office Suite.</div><div>- Skill in the use of personal computers. </div><div>- Ability to use e-Government technology platforms. </div><div>- Ability to use the internet for research purposes. </div><div>- Ability to compose and prepare documents such as letters, memoranda, minutes and reports. </div><div> - Ability to learn, assign tasks of limited complexity and variety readily. </div><div>- Ability to make an arithmetical computation. </div><div>- Ability to use computer and other standard office machines such as photocopiers, scanners and facsimile machines. </div><div>- Ability to communicate effectively, both orally and in writing. </div><div>- Ability to work as part of a team. </div><div>- Ability to establish and maintain effective working relationships with colleagues and the public. </div><div>- Ability to use initiative to find solutions for simple work and related issues.</div><div><br></div><div> </div><div><b><u>MINIMUM EXPERIENCE AND TRAINING: </u></b></div><div>- Five (5) CXC/ GCE O Level passes including English Language and Mathematics.</div><div><u> </u></div><div><u> </u></div><div><u> </u></div><div><u> </u></div>