Trinidad and Tobago Police Service (TTPS)
Port of Spain
Job Description
The incumbent performs a variety of administrative and/or advanced secretarial support duties. D<span style="letter-spacing: 0.4px;">uties include s</span><span style="letter-spacing: 0.4px;">upervising and coordinating the work of staff performing clerical/secretarial and administrative support duties; a</span><span style="letter-spacing: 0.4px;">ssisting in preparing budgets for a Unit/Division and the t</span><span style="letter-spacing: 0.4px;">raining and guidance of subordinate staff.&nbsp;</span><span style="letter-spacing: 0.4px;">Depending on assignment, the incumbent may perform some or the full range of the duties of this position.</span>
Key and Critical Responsibilities
<ul><li>Supervise 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.</li><li>Trains and guides staff in performing work assignments.</li><li>Manages and coordinates the arrangements of meetings, workshops, conferences and other similar events both internally and externally, by providing logistical support including:</li><li>scheduling dates, and arranging for air and ground transport.</li><li>arranging accommodation</li><li>Sourcing and reserving conference facilities.</li><li>Prepare agendas and take minutes/notes.</li><li>Follow up on the implementation of actions and decisions taken as required.</li><li>Supervise and coordinate activities related to processing, maintaining and updating of manual and electronic correspondence, documents and databases and office support such as:</li><li>Maintaining manual and electronic filing system/databases/libraries.</li><li>Sorting, recording and routing all incoming correspondence and documents.</li><li>Filing of correspondence and documents manually and electronically&nbsp;</li><li>Independently assigning metadata to facilitate electronic searches.</li><li>Dispatching outgoing correspondence, documents and</li><li>Providing photocopying, printing, scanning, faxing, binding and other office assistance support.</li><li>Assist in the execution of the design, implementation and evaluation of the Division's policies, projects and programmes: also Assist with monitoring the work programmes of the Division to which assigned, follows up on actions to be taken and provides timely reminders on key deliverables.</li><li>Assist in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.</li><li>Provide project management support such as identifying and managing resources to ensure project and system success.</li><li>Coordinates arrangements for local and foreign travel, sources information on cost, develop cost proposals and justifications, plan the itinerary&nbsp; &nbsp;and makes ground transport arrangements as necessary</li><li>Contributes to the creation of innovative procedures and policies as a means of improving the Division work practices and arrangements</li><li>Prepares and/or guides the preparation of complex correspondence, reports and other documents, including Cabinet Notes.</li><li>Maintains liaison with other Divisions/Units to ensure that the needs of the Division/Unit are met</li><li>Undertakes Research and prepares justification for the acquisition/procurement of stationery, books and other office supplies and equipment for the Division/Unit.</li><li>Performs advanced secretarial support to senior managerial staff such as:- </li><li>Preparing and formatting documents from manuscript or dictation; and generating documents as memoranda, letters, reports, tables and spreadsheets utilising word processing and other software;</li><li>Reviewing and screening incoming correspondence, making preliminary assessment of importance, handling personally or forwarding to superior.</li><li>Receiving and screening incoming calls and visitors, determining priority matters and notifying superior's accordingly; and&nbsp;</li><li>Coordinating and managing the superior's calendar by arranging appointments and engagements.</li><li>Perform other duties related to the core functions of the position.</li></ul>
Key Competencies
<p><b>Knowledge</b></p><ul><li>Extensive knowledge of modern office practices and procedures.</li><li>Extensive knowledge of office management principles and techniques.</li><li>Considerable knowledge of relevant Public Service rules and regulations, instructions and procedures.</li><li>Considerable knowledge of relevant financial rules and regulations.</li><li>Considerable knowledge of records and information management techniques.</li><li>Knowledge of the principles of Public Administration.</li><li>Knowledge of project management techniques.</li><li>Some knowledge of Human Resource Management principles, procedures and practices.</li></ul><p><b style="letter-spacing: 0.4px;">Skills and Abilities</b></p><ul><li>Proficiency in the use of Microsoft Office Suite.</li><li>Skill in using 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 letters, memoranda, minutes and reports.</li><li>Ability to demonstrate analytical and problem-solving skills.</li><li>Ability to plan and coordinate work programmes, evaluate their effectiveness, prepare comprehensive reports and recommendations.</li><li>Ability to direct and lead staff engaged in the performance of clerical/secretarial and administrative support functions.</li><li>Ability to use computers and other standard office machines such as photocopiers, scanner, facsimile machines.</li><li>Ability to communicate effectively both orally and in writing.</li><li>Ability to promote teamwork.</li><li>Ability to establish and maintain effective working relationships with colleagues</li><li>Ability to interact positively with members of the public.</li><li>Ability to use initiative to solve work-related problems.</li></ul><p><b style="letter-spacing: 0.4px;">Minimum Experience and Training</b></p><ul><li>Minimum of eight (8) years' experience performing clerical/secretarial and administrative support duties Including a minimum of two (2) years at a supervisory level.</li><li>Training as evidenced by the possession of a recognized University Degree in the Social Sciences or a related area.</li></ul>