Ministry of Justice
Port of Spain
Job Description
The incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties.&nbsp;<span style="letter-spacing: 0.4px;">Work involves the performance of office management functions; assisting in strategy and work programme planning&nbsp;</span><span style="letter-spacing: 0.4px;">and implementation; undertaking follow-up activities as required and performing secretarial duties for&nbsp;</span><span style="letter-spacing: 0.4px;">managerial/professional and technical staff. Duties also include the supervision of employees engaged in the&nbsp;</span><span style="letter-spacing: 0.4px;">performance of related duties. Depending on assignment, the incumbent may be required to perform some or the&nbsp;</span><span style="letter-spacing: 0.4px;">full range of the duties of this position.&nbsp;&nbsp;</span>
Key and Critical Responsibilities
<p></p><div> Supervises the work of employees performing a variety of routine to complex clerical/secretarial and&nbsp;<span style="letter-spacing: 0.4px;">administrative support duties by assigning and reviewing work and providing guidance.</span></div><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&nbsp;<span style="letter-spacing: 0.4px;">documents.</span></div><div> Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and&nbsp;<span style="letter-spacing: 0.4px;">maintenance of office supplies and equipment.</span></div><div> Undertakes follow-up activities regarding the Units work programme and decisions taken at meetings,&nbsp;<span style="letter-spacing: 0.4px;">workshops and conferences and submits progress reports.</span></div><div> Undertakes research, conducts analysis and compiles data as directed. </div><div> Performs office management duties such as :&nbsp;<span style="letter-spacing: 0.4px;">developing and maintaining file register and filing system in keeping with established procedures.</span></div><div>Coordinating the receipt, sorting, recording and distribution of correspondence and other&nbsp;<span style="letter-spacing: 0.4px;">documents.</span></div><div>Coordinating travel arrangements for staff. </div><div>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&nbsp;<span style="letter-spacing: 0.4px;">appropriate software.</span></div><div> Operates a computer, utilizing word processing and other software as well as other standard office machines&nbsp;<span style="letter-spacing: 0.4px;">such as scanners, photocopiers and facsimile machines.</span></div><div> Performs administrative support duties for managerial/professional/technical staff such as :&nbsp;<span style="letter-spacing: 0.4px;">reviewing and screening incoming correspondence, making preliminary assessment of its&nbsp;</span><span style="letter-spacing: 0.4px;">importance, handles some personally or forwarding to superior;&nbsp;</span><span style="letter-spacing: 0.4px;">receiving and screening incoming calls and visitors , determining priority matters and notifying superior accordingly; and&nbsp;</span><span style="letter-spacing: 0.4px;">co-coordinating and managing the superiors calendar by arranging appointments and&nbsp;</span><span style="letter-spacing: 0.4px;">engagements.</span></div><div> Performs other related duties as assigned.</div><p></p>
Key Competencies
<div><b><u>SKILLS AND ABILITIES:&nbsp;</u></b></div><div><br></div><ul><li>Proficiency in the use of Microsoft Office Suite. </li><li> Skill in the use of personal computers. </li><li> Ability to use e-Government technology platforms. </li><li> Ability to use the internet for research purposes. </li><li> Ability to compose and prepare standard documents such as letters, memoranda,&nbsp;<span style="letter-spacing: 0.4px;">minutes and reports.</span></li><li> Ability to demonstrate problem solving skills.&nbsp;</li><li> Ability to plan, organize and supervise the work of staff engaged in performing a&nbsp;<span style="letter-spacing: 0.4px;">variety of clerical/secretarial and administrative support duties.</span></li><li> Ability to train and mentor employees.&nbsp;</li><li> Ability to communicate effectively both orally and in writing. </li><li> Ability to develop creative strategies and solutions to accomplish objectives. </li><li> Ability to lead and work as part of a team. </li><li> Ability to establish and maintain effective working relationships with colleagues and&nbsp;<span style="letter-spacing: 0.4px;">members of the public.</span></li><li> Ability to use initiative and to find solutions for work related issues.</li></ul><p><b><u><br></u></b></p><p><b><u>MINIMUM EXPERIENCE AND TRAINING</u></b></p><ul><li>Minimum of four (4) years experience performing clerical/ secretarial and administrative support duties. </li><li>Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent.</li></ul>