Office Administrator II at Commission on Administrative Justice (CAJ)

REPORTING TO: ASSISTANT DIRECTOR – HR & ADMINISTRATION
DEPARTMENT: CORPORATE SERVICES
DIVISION: HUMAN RESOURCE & ADMINISTRATION DIVISION
JOB GRADE: CAJ 6
NO. OF POSTS: 1
TERMS OF EMPLOYMENT: PERMANENT & PENSIONABLE

JOB DESCRIPTION

The position will be responsible to the Assistant Director – Human Resource & Administration in providing secretarial and office administrative support services, managing protocols and protect the integrity of official correspondence and data.

Specific duties and responsibilities will entail: –

• Ensure security of office records, equipment and documents including classified materials;
• Ensuring security, integrity and confidentiality of data;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filling system in the office;
• Preparing responses to routine correspondence;
• Managing office protocol and etiquette;
• Taking oral dictation;
• Using e-office to research and process data;
• Coordinate office administrative services;
• Attending to visitors/clients;
• Handling telephone calls; customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Managing petty cash and any other office administrative duties that may be assigned from time to time;

JOB SPECIFICATIONS

For appointment to this grade, a candidate must: –

• Have served in the position of an Office Administrator II or a comparable position for a minimum period of four (4) years;
• Have a Bachelors degree in Secretarial Studies, Office Management or its equivalent qualification from a recognized institution;
• Have a Diploma in Secretarial Management Course
• Meet the requirements of Chapter Six (6) of the Constitution on Leadership and Integrity; and;
• Demonstrate professional competence and capability as reflected in work performance and results.