The Social Health Authority (SHA) Hiring Senior Office Administrator

Minimum Qualifications:

Bachelors Degree

Job Term:

Permanent and Pensionable

Position Level:

SHA 6

Number of positions:

6

Qualifications, Skills and Experience Required:

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

1. Cumulative service period of six (6) years’ work experience, three (3) of which must have been at the grade of Office Administrator I or in a 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. Membership to a relevant professional body where applicable and in a good standing.
4. Certificate in Secretarial Management Course lasting not less than three (3) weeks from a recognized institution.
5. Proficiency in computer applications.
6. Shown merit and ability as reflected in work performance and results.

Responsibilities:

Duties and responsibilities at this level will entail:

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.
21. Developing and implementing the department’s strategic plans, budgets and performance contract.

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