Ministry Of Homeland Security
Port of Spain
Job Description
The incumbent is required to perform a variety of complex<div>clerical/secretarial and administrative support duties. Duties include performing office management functions; assisting in strategy and work programme planning and implementation; undertaking follow-up activities as required and performing secretarial duties for professional staff.&nbsp;&nbsp;</div><div><br></div>
Key and Critical Responsibilities
Co-ordinates the arrangements for meetings, workshops and conferences.&nbsp;<div><br></div><div> Drafts complex correspondence, reports and other documents.&nbsp;</div><div><br></div><div> Determines the need for, and 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 programme and decisions taken and outcomes to be achieved in respect of meetings.</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 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><br></div><div> Performs office management duties such as:&nbsp;</div><div>-Co-ordinating the receipt, sorting, recording and distributing of correspondence and other equipment.</div><div><br></div><div>-Designing and maintaining a file register and file system for the Director, Legal Services in keeping with public services procedures and best practices.</div><div><br></div><div> Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.&nbsp;</div><div><br></div><div> Prepares agenda and takes minutes at meetings when required.&nbsp;</div><div><br></div><div> Monitors any decisions and outcomes to be achieved and reports on such activities to the relevant action officer on behalf of the Director, Legal Services.</div><div><br></div><div> Performs administrative support duties for professional staff such as:</div><div> Preparing and formatting documents from manuscript or dictation; and generating documents such as memoranda, letters, reports, tables and spread sheets utilizing word processing and other software;&nbsp;</div><div><br></div><div> Reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to the Director, Legal Services;</div><div><br></div><div> Receiving and screening incoming calls and visitors, determining priority matters and notifying the Director, Legal Services accordingly; and</div><div><br></div><div> Co-ordinating and managing the calendar of senior managerial staff by arranging appointments and engagements.</div><div> Performs other related duties as assigned.</div>
Key Competencies
Considerable knowledge of modern office practices and procedures.<div><br></div><div> Considerable knowledge of relevant Public Service rules, regulations, instructions and procedures.</div><div> Considerable knowledge of office management technique.</div><div><br></div><div> Skill in the use of Microsoft Office Suite and the internet for research purposes.</div><div><br></div><div> Skill in the composition and preparation of documents such as letters, memoranda, minutes and reports.</div><div><br></div><div> Ability to demonstrate strong problem solving skills.</div><div><br></div><div> Ability to plan, organize the work of staff engaged in performing a variety of clerical/secretarial and administrative support duties.</div><div><br></div><div> Ability to communicate effectively both orally and in writing.</div><div><br></div><div> Ability to develop creative strategies and solutions to accomplish objectives.</div><div><br></div><div> Ability to lead and work as part of a team.</div><div><br></div><div> Ability to establish and maintain effective working relationships with colleagues and members of the public.</div><div><br></div><div> Ability to use initiative and find solutions for administrative support issues.</div><div><br></div><div>MINIMUM TRAINING AND EXPERIENCE</div><div> Minimum of four (4) years experience performing clerical/secretarial and administrative support duties.</div><div><br></div><div> Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent.</div><div><br></div><div><br></div>