Business Operations Assistant II

Key and Critical Responsibilities

Supervises the work of employees performing a variety of routine to complex clerical/secretarial and <span style="letter-spacing: 0.4px;">administrative support duties by assigning and reviewing work and providing guidance.</span><div><br></div><div>Trains and guides staff in performing work assignments.</div><div><br></div><div>Co-ordinates the planning and management of meetings, workshops and conferences.</div><div><br></div><div>Prepares and/or guides the preparation of complex correspondence, spread sheets, reports and other <span style="letter-spacing: 0.4px;">documents.</span></div><div><br></div><div>Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and <span style="letter-spacing: 0.4px;">maintenance of office supplies and equipment.</span></div><div><br></div><div>Undertakes follow-up activities regarding the Units work programme and decisions taken at meetings, <span style="letter-spacing: 0.4px;">workshops and conferences and submits progress reports.</span></div><div><span style="letter-spacing: 0.4px;"><br></span></div><div>Undertakes research, conducts analysis and compiles data as directed.</div><div><br></div><div>Performs office management duties such as :</div><div><br></div><div>Developing and maintaining file register and filing system in keeping with established procedures.</div><div><br></div><div>Coordinating the receipt, sorting, recording and distribution of correspondence and other documents.</div><div><br></div><div>Coordinating travel arrangements for staff.</div><div><br></div><div>Arranging for equipment/building repairs and maintenance.</div><div><br></div><div>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.</div><div><br></div><div>Generates a wide variety of documents such as letters, memoranda, minutes, reports, spread sheets utilising <span style="letter-spacing: 0.4px;">appropriate software.</span></div><div><br></div><div>Operates a computer, utilising word processing and other software as well as other standard office machines <span style="letter-spacing: 0.4px;">such as scanners, photocopiers and facsimile machines.</span></div><div><br></div><div>Performs administrative support duties for managerial/professional/technical staff such as :</div><ul><li>reviewing and screening incoming correspondence, making preliminary assessment of its importance,</li><li>handles some personally or forwarding to superior;</li><li>receiving and screening incoming calls and visitors , determining priority matters and notifying superior accordingly; and</li><li>Co-coordinating and managing the superiors calendar by arranging appointments and engagements.</li><li>Performs other related duties as assigned.</li></ul><div><br></div><div><b>KNOWLEDGE, SKILLS AND ABILITIES</b> </div><div>Considerable knowledge of modern office practices and procedures.</div><div>Considerable knowledge of relevant Public Service rules, regulations, instructions</div><div>and procedures.</div><div>Considerable knowledge of office management principles and techniques.</div><div>Knowledge of relevant financial rules and regulations.</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 standard documents such as letters, memoranda,</div><div>minutes and reports.</div><div>Ability to demonstrate problem solving skills.</div><div>Ability to plan, organize and supervise the work of staff engaged in performing a</div><div>variety of clerical/secretarial and administrative support duties.</div><div>Ability to train and mentor employees.</div><div>Ability to communicate effectively both orally and in writing.</div><div>Ability to develop creative strategies and solutions to accomplish objectives.</div><div>Ability to lead and work as part of a team.</div><div>Ability to establish and maintain effective working relationships with colleagues and</div><div>members of the public.</div><div>Ability to use initiative and to find solutions for work related issues.</div>