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Creating a Safer Jamaica
The Institute of Forensic Science and Legal Medicine invites applications from suitably qualified individuals to fill the following vacant post:
Administrative Assistant (GMG/AM 2)
Job Purpose
Under the general direction of the Senior Director, Forensic Pathology, the Administrative Assistant is responsible for operational co-ordination within the Division and administering a range of administrative support activities related to the Senior Director’s portfolio.
Key Responsibilities
Technical/Professional
Oversees and administers the day to day activities of the Department to ensure productive and efficient operation;
Provides administrative support to the Senior Director in problem solving and in development and execution of stated goals and objectives;
Handles directly some aspects of the Senior Director, Forensic Pathology correspondence by preparing drafts for vetting after research;
Serves as a primary point of direct administration contact and liaison with other offices, individuals and external institutions and agencies;
Monitors the progress of activities within the Division, provides background information, as well as preparing the Senior Director for participation in meetings;
Arranges meetings and compiles itineraries for the Senior Director;
Provides information by answering questions and requests;
Composes and edits correspondence and/or memoranda on behalf of the Senior Director;
Prepares special reports for the Senior Director;
Schedules and co-ordinates meetings, special events and/or other similar activities for the Senior Director including travel and accommodation on official trips;
Researches and compiles literature and data for the preparation of the Senior Director’s report and/or presentation;
Schedules weekly post-mortem list for different morgues and doctors;
Prepares monthly Roster for Forensic Pathologists and Morgue Technicians;
Monitors stationery and other materials; orders required quantities to ensure smooth operation of the Division;
Prepares/drafts pre-conference papers for the Senior Director and attends meetings with her/him as the need arises;
Ensures that the Senior Director receives reports on specific areas of the Division’s operations by due dates and in the correct format;
Keeps the Senior Director’s Diary up-to-date on the status of projects, assignments and Annual Reports;
Assists in the preparation of Corporate and Operational Plans for the Division using Microsoft Excel and PowerPoint and other related software;
Works in conjunction with staff to prepare projections and reports;
Liaises with other Ministries and Government Agencies in co-ordinating the Institute’s programmes and projects;
Drafts letters and memoranda for the Senior Director;
Drafts responses to customer complaints in respect to the services and operations of the Department;
Handles routine correspondence on behalf of the Senior Director by retrieving and sending correspondence from intranet and internet;
Checks routinely the Department’s Email Account;
Maintains the Senior Director’s Diary (both electronically and written) and records appointments, meetings, visits, etc. on a day-to-day basis. Confirms, cancels and reschedules appointment on the Senior Director’s behalf;
Organizes monthly Staff Meetings for the Department;
Performs any other related duties delegated by the Senior Director or his/her designate, from time to time.
Required Knowledge, Skills and Competencies
Ability to create, compose and edit written materials
Good organizing and coordinating skills
Ability to maintain calendars and schedule appointments
Good oral and written communication skills
Records maintenance skills
Ability to record and transcribe Minutes of meetings
Proficiency in MS Office software
Team player with the ability to work on own initiative
Ability to work under pressure and meet deadlines
Minimum Required Qualification and Experience
Associate Degree in Administrative Management;
Certificate/Diploma in Secretarial Studies;
OR
Administrative Management (Level 3) or equivalent from a recognized institution;
Certified Administrative Professional (CAP) designation;
Four (4) years secretarial/administrative experience in a related field, two (2) years of which should be in a senior position.
Special Condition Associated with the Job
May be required to relieve the Telephone Operator from time to time.
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