Business Operations Assistant II Full Time NEW

Job Description
The incumbent is required to perform a variety of complex

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.

Key and Critical Responsibilities
Co-ordinates the arrangements for meetings, workshops and conferences.

Drafts complex correspondence, reports and other documents.

Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment.
Undertakes follow-up activities regarding the Units work programme and decisions taken and outcomes to be achieved in respect of meetings.

Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.

Generates a wide variety of documents such as letters, memoranda, minutes, reports utilizing appropriate software.
Operates a computer, utilizing word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines.

Performs office management duties such as:
-Co-ordinating the receipt, sorting, recording and distributing of correspondence and other equipment.

-Designing and maintaining a file register and file system for the Director, Legal Services in keeping with public services procedures and best practices.

Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.

Prepares agenda and takes minutes at meetings when required.

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.

Performs administrative support duties for professional staff such as:
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;

Reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to the Director, Legal Services;

Receiving and screening incoming calls and visitors, determining priority matters and notifying the Director, Legal Services accordingly; and

Co-ordinating and managing the calendar of senior managerial staff by arranging appointments and engagements.
Performs other related duties as assigned.

Key Competencies
Considerable knowledge of modern office practices and procedures.

Considerable knowledge of relevant Public Service rules, regulations, instructions and procedures.
Considerable knowledge of office management technique.

Skill in the use of Microsoft Office Suite and the internet for research purposes.

Skill in the composition and preparation of documents such as letters, memoranda, minutes and reports.

Ability to demonstrate strong problem solving skills.

Ability to plan, organize the work of staff engaged in performing a variety of clerical/secretarial and administrative support duties.

Ability to communicate effectively both orally and in writing.

Ability to develop creative strategies and solutions to accomplish objectives.

Ability to lead and work as part of a team.

Ability to establish and maintain effective working relationships with colleagues and members of the public.

Ability to use initiative and find solutions for administrative support issues.

MINIMUM TRAINING AND EXPERIENCE
Minimum of four (4) years experience performing clerical/secretarial and administrative support duties.

Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent.