Office Administrator I - 5 Posts at The Social Health Authority (SHA)

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.