The Social Health Authority (SHA) Hiring Principal Office Administrator

Minimum Qualifications:

Bachelors Degree

Job Term:

Permanent and Pensionable

Position Level:

SHA 5

Number of positions:

1

Qualifications, Skills and Experience Required:

Person Specifications: For appointment to this grade, an officer must have:

1. Cumulative service period of nine (9) years’ work experience, three (3) of which must have been at the grade of Senior Office Administrator 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. Membership to a relevant professional body where applicable and in a good standing.
5. Management course lasting not less than four (4) weeks from a recognized institution.
6. Proficiency in computer applications.
7. Demonstrated professional competence in management of office administrative services.

Responsibilities:

The Social Health Authority (SHA) is seeking a Principal Office Administrator. This role involves managing e-office systems, coordinating meetings, ensuring security and confidentiality of documents, handling financial tasks, and implementing business continuity plans to support efficient office operations.

Job Purpose: The Administrative Officers are responsible for developing and implementing effective administration policies, procedures, and regulations.

Key Duties and Responsibilities:

1. Taking oral dictation.
2. Managing e-office.
3. Word and data processing.
4. Operating office equipment.
5. Attending to visitors/clients.
6. Handling telephone calls and appointments.
7. Ensuring security of office records, equipment and documents including classified materials.
8. Coordinating schedules of meetings and appointments.
9. Preparing responses to simple routine correspondence.
10. Establishing monitoring procedures for record keeping of correspondence and file movements.
11. Maintaining an up-to-date filing system in the office.
12. Ensuring security, integrity, and confidentiality of data.
13. Managing office protocol and etiquette.
14. Managing petty cash.
15. Maintaining a Risk Management Register and advising on mitigating measures for addressing risks in the department.
16. Developing and implementing business continuity plans in the department.
17. Implementing Business Process Re-engineering (BPR) in the Department.
18. Facilitating stakeholder engagement and foster a corporate culture that promotes ethical practices and good corporate citizenship.

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