The Administration Assistant is responsible for varied administrative support functions for a unit/department.
Key Accountabilities
Provide PC services and support by:
- Producing documents from written material / rough drafts (e.g. letters / memos / reports);
- Proofreading work/output against source documents
- Inputting / formatting spreadsheets (Level 1 Complexity – simple formulas)
- Set up presentations from written material / rough drafts (Level 1 Complexity – e.g. Power Point)
- Conducting back up of systems
- Responding to requests for technical assistance relating to standard software issues.
Assist with maintenance of department’s record keeping and budget processes by:
- Preparing entries / transactions and supporting documents to process payments
- Recording / inputting / documenting data to track / monitor and control expenses
- Providing supporting information reports to management to support their decisions
- Producing statistical reports as directed to assist in the budget process, using simple spreadsheet software.
Provide Administrative Support To Management By
- Booking conference rooms/meeting rooms /arranging for catering services
- Booking travel arrangements
- Photocopying / binding documents
- Faxing documents / e-mail messaging
- Receiving / sorting / logging / distributing incoming and outgoing mail; preparing outgoing mail for dispatch
- Maintaining a circulation file system
- Maintaining a BF system
- Acting as receptionist to visitors / taking messages for forwarded telephone calls
- Arranging for or making urgent deliveries of documents / packages.
Functional Competencies
- Thorough knowledge and understanding of department’s policies and procedures;
- Strong organizational skills and ability to set priorities and manage time;
- Strong communication and interpersonal skills;
- High degree of accuracy required;
- High level of discretion required in dealing with confidential matters;
- Sound knowledge of business/bank terminology and departmental procedures.
- Strong and professional level verbal/written communication skills.
- Incumbent must be articulate.
- Excellent organizational skills.
- Strong organizational know-how (structure, key staff).