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

Job Description

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.