JOB SUMMARY:
This senior administrative support position will provide an efficient and responsive administrative, organisational and logistical service to a member of senior executive and/or Minister (here after called executives).
KEY DUTIES AND RESPONSIBILITIES:
- Manage the executives' diary, including producing a daily folder with diary, necessary papers and troubleshoot problems
- Make all appointments for the executives and schedule meetings on their behalf
- Call for briefings on behalf of the executives to ensure that they are fully prepared for all engagements
- Co-ordinate all travel, transport and accommodation bookings for the executives
- Answer the phone on behalf of the executives, respond to queries and record messages
- Deal with enquires from Ministers and Senior Officials both from within the country and internationally, as well as members of the General Public
- Filter and delegate general information requests, queries, phone calls and invitations as appropriate
- Observe protocols when dealing with diplomats and international visitors
- Undertake typing, audio typing, and document preparation
- Attend meetings, take minutes and produce a record of the meeting
- Act as Minute Secretary for the Ministry Board and the Executive Board
- Keep and maintain an accurate record of papers and electronic filing
- Maintain records of official expenditure and claims for the Senior Executive
- Maintain the gift register for the Ministry and liaise with the Permanent Secretary about its quarterly submission
- Adhere to all Public Service codes, rules and regulations
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MINIMUM QUALIFICATIONS & EXPERIENCE:
Qualifications:
The position requires:
• an Associate Degree or its equivalent in business/secretarial
• a Pass in CXC/GCE English or equivalent.
Experience:
The position requires at least five (5) years experience in administrative/secretarial roles, of which three (3) years were working with senior management level, to acquire the necessary competencies to effectively respond to the challenges of the position.
In addition the position requires specialist knowledge and accrued experience of:
• Diary management
• Office management
• Customer service relations
• Written communications
• Time management and scheduling.
SALARY: Grade 6.1 - $45,992.00 per annum
APPLICATION PROCEDURE
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Resumes with current contact information must be accompanied by a Cover Letter and two letters of reference (one preferably from a former employer) as well as copies of educational certificates and a copy of the Passport photo page, National Turks & Caicos Islander Status Card (where applicable). Shortlisted candidates must submit a Police Certificate.
Applications should be addressed to The Director, Office of the Human Resource Management Directorate, Church Folly, Grand Turk. Applications can be hand delivered or sent by email to: This email address is being protected from spambots. You need JavaScript enabled to view it..
Hand delivered and fax applications must have clearly marked on the envelope/fax cover sheet the Job Title of position being applied for. On emailed applications the subject line must reference the Job Reference Number (JPB6-23-45) and the Job Title.
Current serving officers must apply through their Head of Department.
Applications without supporting documents will not be processed.
TURKS AND CAICOS ISLANDERS ONLY
We thank all applicants for their interest, however, only persons selected for an interview will be contacted.
APPLICATION DEADLINE: 8TH MARCH 2024
