General Purpose:

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

Main Job Tasks and 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 or supervisors
• 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 in project

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 Competencies:

• communication skills – written and verbal
• planning and organizing
• prioritizing
• problem assessment and problem solving
• information gathering and information monitoring
• attention to detail and accuracy
• flexibility
• adaptability
• customer service orientation
• teamwork