Administrative Assistant at Bondo Technical and Vocational College

Duties and responsibilities

• Supervise, mentor and monitor their performance junior secretarial staff and clerical officers.
• Maintain the diary and appointments/meetings for the Principal to ensure appointments are well planned and timely
• Organize administration records and correspondence to ensure quick access to required information/ documents
• Ensure the availability of well-managed office services including cleaning and tidying office to ensure a conducive working environment.
• Maintain an efficient, smooth and easily accessible filing system to ensure the security of information and to limit access to unauthorized persons
• Receive telephone calls to. ensure calls are transferred to respective office
• Maintain security and confidentiality of office records, documents and equipment
• Manage office protocol and receive incoming calls, and correspondences and act as the link between executive offices, to ensure efficient response time to inquiries
• Record dictation in shorthand and transcribe it into a written comprehensive form
• Receive visitors and clients in a professional and courteous manner and direct them to the Principal/Deputy Principal office
• Undertake correspondence for the principal as requested and as appropriate
• Maintain an inventory of office equipment and supplies for the Principal and Deputy Principal offices
• Prepare for committee meetings such as the Council/BOG meetings
• Control and Manage the hospitality budget
• Provide input for hospitality budget during the budgeting process

Responsibility for physical assets

• Computer
• Extension telephone
• Printer
• Fax Machines

Nature of decision making

• Analytical Decision
• Operational decision

Academic Qualification and Work Experience

• Must have completed Single and group stage II, with a pass in the following: CPD 1, Communication Skills I, Office Practice I, Commerce II, Secretarial Il, commerce H, Shorthand
• Computer literate
• One year relevant experience from a reputable institution

Skills required

• Communication skills
• Interpersonal skills
• Report writing skills
• Team building skills
• Problem Solving skills
• Organizational skills