Job Specification

Purpose of Position :

To provide a full range of administrative/secretarial processes/procedures and administrative financial support services; supporting Ministry director and managers and maintaining confidential information in a highly demanding environment with conflicting priorities/tight deadlines.

Duties / Responsibilities :

Providing high level administrative and secretarial services by producing typed materials such as form letters, documents, spreadsheets, presentations, and maintaining databases; editing and proofreading documents, review/action/draft correspondence and reports; gathering, compiling and updating information and sometimes sensitive material; maintaining electronic and hard copies files. Bringing materials forward for manager's review and prioritizing issues. Gathering and compiling information for staff use by; searching through files and records; contacting internal/external sources for information; preparing summaries and informational / statistical reports. Maintaining organizational charts, phone lists, mailing lists, employee and equipment/assets databases. Working in a complex and constantly changing work environment.

Retaining matters to be dealt with personally on behalf of Director and managers; clarifying details of inquiries and drafting appropriate correspondence and follow up; taking appropriate action to make administrative changes within scope of accountabilities.
Screening and distributing incoming mail, correspondence, briefing notes, etc., received. Taking appropriate
action by reviewing correspondence and clarifying details, coordinating and drafting responses for Director and Manager(s) review, researching and attaching background information, maintaining bring forward system, tracking and ensuring timely preparation of correspondence. Receive visitors, internal and external calls; providing general information and assistance relating to the departments and requests for materials, ensuring confidentiality; deciding on appropriateness and referring more complex queries to appropriate staff members.

Ordering supplies and maintaining office supply storage area, ordering assets and completing SODO requests.

Liaising with facilities management to arrange for building services.

Maintaining the Directors and Managers appointment schedules, making travel, meeting and conference arrangements. Booking rooms for meetings, arranging for catering and conference services while considering physical, logistical and financial requirements. Researching and preparing briefing materials for meetings and conferences attended by the Director and Manager(s). Preparing and distributing agendas and related items for meetings. Attending meetings and taking notes/minutes of meetings, distributing as required. Completing other tasks as assigned by the Director or their EA.

Maintaining an electronic file system on shared drive. Coding invoices to appropriate cost centers; obtaining appropriate approvals and signatures; processing invoices as required. Maintaining documentation/files for the sections, processing appropriate personnel information. Liaising with other branch Directors and other branch support or managers on various program and employee issues such as completion of WEAR forms.

Establishing and maintaining contacts within own and other ministries, and externally with agencies and clients in order to gather information of concern to the Section. Supports executives and senior management, division staff, ministry staff to arrange meetings, clarify policy, maintain awareness of administrative developments, to follow-up on action required, etc. Having the ability to work on own with minimal supervision, self-starter, able to meet deadlines.

Staffing and Licensing :

Typing/word processing (50 w.p.m.) skills

Knowledge :

Job requires knowledge of government, ministry and office administration policies, procedures and practices to provide support to the section; establishing and maintaining electronic and hard copy records.

Under the direction of the Director will provide verbal and written information on general inquiries from ministry staff, public, stakeholders, and accurately prepare correspondence; maintain records, request and issue supplies and equipment.

Job requires superior knowledge of personal computer software such Microsoft Office Suite, scheduling appointments/meetings in Outlook, and spreadsheet (e.g. Excel), database programs such as IFIS; navigate intranet, maintain records and schedules when completing assignments for senior management staff.

Job requires knowledge of the operation of office equipment such as photocopier, scanner and facsimile; will photocopy material and transmit correspondence. Knowledge of video, audio and teleconferencing equipment, visual aid equipment for presentation purposes. Knowledge of WIN Administrative Suite in order to confirm staff attendance prior to manager's approval and assist in the completion of WEAR forms.

Knowledge of procurement guidelines regarding procurement of goods and services such as Pcard procurements. Knowledge of arithmetic and related administrative financial processes for processing invoices and other administrative financial duties and the understanding of financial implications when arranging conferences, catering etc

Skills :

Job requires superior organizational skills working in accordance with established procedures and methods with freedom to set priorities among own clerical/administrative activities to be completed while adhering to deadlines, ability to exercise sound judgment, problem solving. Job requires accessing ministry and government administrative policies and procedures to make decisions relating to formats for documents such as briefing notes and Minister's letters.

Job requires determining whether inquiries can be handled personally or should be referred to another staff member; making meeting/travel arrangements within schedule and government procurement guidelines. Job requires familiarity with graphic layout for charts and reports; reviewing material for accuracy upon completion. Job requires working in accordance with established procedures and methods with set priorities among clerical/administrative activities to be completed.

Job requires referring to supervisor situations that are not covered by established procedures such as non-routine or urgent queries. Having ability to work with minimum supervision in a team oriented environment. Ability to make decisions and prioritize workload administered by more than 1 manager.

Freedom of Action :

Job requires working under general supervision of Director in accordance with established procedures and methods with access to ministry directives, guidelines, administrative manuals and quality standards. Job requires initiative in researching and selecting relevant background information when assisting in the completion of projects and information requests determining related to the program's operation. Job requires determining suitable format for the production of typed documents or presentations, redirection of inappropriate mail and/or enquires and what type of information to release. Job requires independence in monitoring, tracking and following up on action requirements for program lead within established quality standards, in maintaining program's filing systems and making travel arrangements. Job requires exercising a high degree of security and confidentiality to determine what information/material can be released to clients. Matters not covered by established procedures or guidelines e.g. conflicts in schedules, irregular invoices and potential conflict of interest situations are referred to Director or branch staff. Lack of initiative and/or poor organization of own work could cause delays and inconvenience to staff of branch and ministry e.g. non action on priority correspondence, meeting rooms not booked, appointments not scheduled.