General Purpose

Perform a wide range of administrative and office support activities for department head and/or department to facilitate the efficient operation of the organization.

Ministry Responsibilities

• Answer, screen and transfer inbound phone calls
• Receive and direct visitors and clients
• General clerical duties including photocopying, fax and mailing
• Maintain electronic and hard copy filing system
• Retrieve documents from filing system
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Prepare written responses to routine enquiries
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for managers and department staff
• Prepare agendas for meetings and prepare schedules
• Record, compile, transcribe and distribute minutes of meetings
• Open, sort and distribute incoming correspondence
• Maintain office supply inventories
• Coordinate maintenance of office equipment
• Coordinate and maintain records for staff, telephones, parking and petty cash

Education and Experience

• Computer skills and knowledge of relevant software
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Knowledge of principles and practices of basic office management

Key Gifting

• Communication skills – written and verbal
• Planning and organizing
• Prioritizing
• Problem assessment and problem solving
• Information gathering and information monitoring
• Attention to detail and accuracy
• Discretion/diplomacy
• Flexibility
• Adaptability
• Customer service orientation
• Teamwork