Office Administrator I Jobs at The Social Health Authority (SHA)

Minimum Qualifications:
Bachelors Degree
Job Term:
Permanent and Pensionable
Position Level:
SHA 7
Number of positions:
5

Qualifications, Skills and Experience Required:
For appointment to this grade, an officer must have: -
1. Cumulative service period of three (3) years’ work experience at the grade of Office Administrator II or in comparable position.
2. 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;
3. Certificate in Secretarial Management Course lasting not less than three (3) weeks from a recognized institution;
4. Proficiency in computer applications; and
5. 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:
1. Taking oral dictation;
2. Managing e-office;
3. Word and data processing;
4. Operating office equipment;
5. Attending to visitors/clients;
6. Taking minutes and transcribe into official internal letterheads and templates;
7. Handling telephone calls and appointments;
8. Maintaining office diary and travel itineraries;
9. Ensuring security of office records, equipment and documents including classified materials;
10. Coordinating schedules of meetings and appointments;
11. Preparing responses to simple routine correspondence;
12. Establishing monitoring procedures for record keeping of correspondence and file movements;
13. Maintaining an up-to-date filing system in the office;
14. Ensuring security, integrity, and confidentiality of data;
15. Managing office protocol and etiquette;
16. Managing petty cash;
17. Identifying and compiling areas of risk in the department;
18. Developing and implementing business continuity plans for the department;
19. Implementing Business Process Re-engineering (BPR) in the department;
20. Facilitating stakeholder engagement and fostering a corporate culture that promotes ethical practices and good corporate citizenship; and
21. Developing and implementing the department’s strategic plans, budgets and performance contract.