Principal Office Administrator at The Social Health Authority (SHA)

Qualifications, Skills and Experience Required:

Person Specifications: For appointment to this grade, an officer must have:

• Cumulative service period of nine (9) years’ work experience, three (3) of which must have been at the grade of Senior Office Administrator 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.
• Membership to a relevant professional body where applicable and in a good standing.
• Management course lasting not less than four (4) weeks from a recognized institution.
• Proficiency in computer applications.
• Demonstrated professional competence in management of office administrative services.

Responsibilities:

The Social Health Authority (SHA) is seeking a Principal Office Administrator. This role involves managing e-office systems, coordinating meetings, ensuring security and confidentiality of documents, handling financial tasks, and implementing business continuity plans to support efficient office operations.

Job Purpose: The Administrative Officers are responsible for developing and implementing effective administration policies, procedures, and regulations.

Key Duties and Responsibilities:

• Taking oral dictation.
• Managing e-office.
• Word and data processing.
• Operating office equipment.
• Attending to visitors/clients.
• Handling telephone calls and appointments.
• 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.
• Maintaining a Risk Management Register and advising on mitigating measures for addressing risks in the department.
• Developing and implementing business continuity plans in the department.
• Implementing Business Process Re-engineering (BPR) in the Department.
• Facilitating stakeholder engagement and foster a corporate culture that promotes ethical practices and good corporate citizenship.