Administrator (UAEN Talent)

Job description:

Note: Secretary Level 1

This is the intermediate level. The employee performs a range of secretarial assignments in a developing capacity.

KEY ACCOUNTABILITIES:

Correspondence and Documentation

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports
• Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.

Visitors and Incoming Calls

Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.

Meetings

• Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed
• Takes minutes or recordings of meetings for distribution to participants.

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

High School Completion

Minimum Experience:

Up to two years of administrative support experience

Skills:

• Knowledge of office practices, procedures, and computer software programs
• Knowledge of correct English usage and grammar
• Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets

Profile description:

JOB PURPOSE:

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.