National Training Agency (NTA)
Chaguanas
Job Description
The Administrative Assistant provides comprehensive administrative and clerical support to ensure the smooth and efficient operation of the department. This role involves planning and organising administrative tasks, maintaining high work standards, and implementing office procedures. The incumbent drafts correspondence, arranges and supports meetings and conferences, processes travel and expense claims, and handles telephone inquiries while managing appointments.
Key and Critical Responsibilities
<ol><li>Plans and organises administrative activities, maintaining effective work standards and office procedures to support seamless operations.</li><li>Review and cross check entered information to verify accuracy of data before final processing.&nbsp;</li><li>Drafts letters, memoranda, and other documents for review and signature, ensuring grammatical correctness and accuracy.</li><li>Handles routine correspondence by sending acknowledgments for incoming letters and invitations and drafting replies as directed or routinely for appropriate review and signature.</li><li>Arranges and supports meetings and workshops, preparing agendas, supplying necessary documents, and recording and distributing minutes as required.</li><li>Processes expense claims, including travel and subsistence, by submitting invoices with receipts to the relevant authority for approval.</li><li>Handles telephone inquiries and visitor questions, arranges appointments, and directs them to the appropriate individuals as necessary.</li><li>Ensures an adequate supply of office stationery is maintained for uninterrupted administrative functions.</li><li>Maintains and secures confidential files, reports, and other important documents, developing an effective filing system for proper record-keeping.</li><li>Provides support with preparing presentation materials, including slides, charts, and timelines, to support workshops and meetings.</li><li>Arranges photocopying and distribution of documents to facilitate office tasks and support team needs.</li><li>Executes any other related duties as assigned.</li></ol>
Key Competencies
<p><b>Education/Training:&nbsp;</b></p><p>- Bachelors in Business Administration or a related field.</p><p>- Recognised Professional Secretarial Certification would be an asset.</p><p>- Keyboarding: 60-80 words per minute, high accuracy.</p><p>- Microsoft Office Suite (Intermediate User in Microsoft Word)</p><p><i>Knowledge of</i>: TVET industry standards and practices, Executive Support, Office Management, Document Preparation, Scheduling and Calendar Management, Meeting Coordination, Travel Planning, Confidentiality Protocols, Records Management, Event Coordination, Microsoft Office Suite, Keyboarding Proficiency, Filing Systems, Regulatory Compliance.</p><p><i>Customer Service</i>: The ability to understand and anticipate the needs of customers and stakeholders, delivering quality service, and ensuring satisfaction by addressing concerns promptly and professionally.</p><p><i>Teamwork</i>: The ability to work collaboratively with others toward a common goal, contributing positively, and supporting team dynamics and success.</p><p><i>Planning and Organising</i>: The skill of setting priorities, managing time and resources efficiently, and structuring tasks in a way that ensures timely and effective completion of objectives.</p><p><i>Communication (Oral &amp; Written)</i>: The capacity to clearly and effectively convey information, ideas, and instructions both verbally and in writing, ensuring the message is understood by the audience.</p><p><br></p><p></p>