Office Administrator I at The Social Health Authority

Qualifications, Skills and Experience Required:

For appointment to this grade, an officer must have: –

• Cumulative service period of three (3) years’ work experience at the grade of Office Administrator II or in comparable position.
• Bachelor’s degree in any of the following disciplines:- Secretarial Studies; Business and Office Management or equivalent qualification from a recognized institution;

OR

• Bachelor’s degree in Social Sciences plus Diploma in Secretarial Studies from a recognized institution;
• Certificate in Secretarial Management Course lasting not less than three (3) weeks from a recognized institution;
• Proficiency in computer applications; and
• Shown merit and ability as reflected in work performance and results.

Responsibilities:

You will manage e-office operations, handle telephone calls and appointments, maintain the office diary, ensure security of records, and manage office protocol and etiquette.

Key Responsibilities:

• Taking oral dictation;
• Managing e-office;
• Word and data processing;
• Operating office equipment;
• Attending to visitors/clients;
• Taking minutes and transcribe into official internal letterheads and templates;
• Handling telephone calls and appointments;
• Maintaining office diary and travel itineraries;
• Ensuring security of office records, equipment and documents including classified materials;
• Coordinating schedules of meetings and appointments;
• Preparing responses to simple routine correspondence;
• Establishing monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filing system in the office;
• Ensuring security, integrity, and confidentiality of data;
• Managing office protocol and etiquette;
• Managing petty cash;
• Identifying and compiling areas of risk in the department;
• Developing and implementing business continuity plans for the department;
• Implementing Business Process Re-engineering (BPR) in the department;
• Facilitating stakeholder engagement and fostering a corporate culture that promotes ethical practices and good corporate citizenship; and
• Developing and implementing the department’s strategic plans, budgets and performance contract.