Government of Trinidad and Tobago - Ministry of Public ...

Ref #: A012

Government of Trinidad and Tobago

JOB DESCRIPTION CONTRACTUAL POSITION

JOB TITLE: BUSINESS OPERATIONS ASSISTANT I

JOB SUMMARY:

The incumbent is required to perform a variety of clerical/secretarial and administrative support duties of limited complexity. Work involves assisting in the planning and management of meetings; opening, sorting and routing of mail; maintaining records and files; performing routine accounting duties and generating a wide variety of documents utilising appropriate software. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.

REPORTS TO:

Business Operations Assistant II or designated officer

SUPERVISION GIVEN TO: N/A

DUTIES AND RESPONSIBILITIES:

Assists in the planning and management of meetings, workshops and conferences :

prepares agendas; issues meeting invitations; takes meeting notes; distributes minutes to participants; and undertakes relevant follow-up action, as directed Assists in the coordination of travel arrangements by preparing costing, obtaining quotes from travel agencies and performing other related tasks. Maintains file register and filing system in keeping with established systems and procedures. Receives, records, sorts and routes incoming and outgoing correspondence and other documents. Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conferences etc. as directed. Orders, issues, and maintains inventory of supplies and equipment. Assists in the preparation of timesheets and pay sheets, vouchers, invoices and requisitions; posts entries in journals and ledgers and other routine accounting duties. Files memoranda, letters, reports and other documents. Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spread sheets utilizing appropriate software. Attends to queries and ascertains the business of callers and visitors and guides them accordingly. Operates standard office equipment such as photocopiers, scanners, facsimile machines and binders. Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed. Undertakes basic information gathering, as directed, and compiles data for entry; enters and/ or verifies data. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE:

Knowledge of modern office practices and procedures. Some knowledge of relevant Public Service rules, regulations, instructions and

procedures.

SKILLS AND ABILITIES:

Proficiency in the use of Microsoft Office Suite. Skill in the use of personal computers. Ability to use e-Government technology platforms. Ability to use the internet for research purposes. Ability to compose and prepare documents such as letters, memoranda, minutes

and reports. Ability to learn assigned tasks of limited complexity and variety readily. Ability to make arithmetical computations. Ability to use a computer and other standard office machines such as

photocopiers, scanners and facsimile machines. Ability to communicate effectively, both orally and in writing. Ability to work as part of a team. Ability to establish and maintain effective working relationships with colleagues

and the public. Ability to use initiative to find solutions for simple work related issues.

MINIMUM EXPERIENCE AND TRAINING:

Five (5) CXC/GCE O Level passes including English Language and Mathematics.

Ref #: A011

Government of Trinidad and Tobago

JOB DESCRIPTION CONTRACTUAL POSITION

JOB TITLE: BUSINESS OPERATIONS ASSISTANT II

JOB SUMMARY:

The incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties. Work involves the performance of office management functions; assisting in strategy and work programme planning and implementation; undertaking follow-up activities as required and performing secretarial duties for managerial/professional and technical staff. Duties also include the supervision of employees engaged in the performance of related duties. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.

REPORTS TO:

Business Operations Coordinator or other designated officer

SUPERVISION GIVEN TO: Staff as required

DUTIES AND RESPONSIBILITIES:

Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance.

Trains and guides staff in performing work assignments. Co-ordinates the planning and management of meetings, workshops and conferences. Prepares and/or guides the preparation of complex correspondence, spread sheets, reports and other

documents. Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and

maintenance of office supplies and equipment. Undertakes follow-up activities regarding the Unit's work programme and decisions taken at meetings,

workshops and conferences and submits progress reports. Undertakes research, conducts analysis and compiles data as directed. Performs office management duties such as :

Developing and maintaining file register and filing system in keeping with established procedures. Coordinating the receipt, sorting, recording and distribution of correspondence and other documents. Coordinating travel arrangements for staff. Arranging for equipment/building repairs and maintenance. Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. Generates a wide variety of documents such as letters, memoranda, minutes, reports, spread sheets utilising appropriate software. Operates a computer, utilising word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines. Performs administrative support duties for managerial/professional/technical staff such as :

reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to superior;

receiving and screening incoming calls and visitors , determining priority matters and notifying superior

accordingly; and Co-coordinating and managing the superior's calendar by arranging appointments and engagements. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE:

Considerable knowledge of modern office practices and procedures. Considerable knowledge of relevant Public Service rules, regulations, instructions

and procedures. Considerable knowledge of office management principles and techniques. Knowledge of relevant financial rules and regulations.

SKILLS AND ABILITIES:

Proficiency in the use of Microsoft Office Suite. Skill in the use of personal computers. Ability to use e-Government technology platforms. Ability to use the internet for research purposes. Ability to compose and prepare standard documents such as letters, memoranda,

minutes and reports. Ability to demonstrate problem solving skills. Ability to plan, organize and supervise the work of staff engaged in performing a

variety of clerical/secretarial and administrative support duties. Ability to train and mentor employees. Ability to communicate effectively both orally and in writing. Ability to develop creative strategies and solutions to accomplish objectives. Ability to lead and work as part of a team. Ability to establish and maintain effective working relationships with colleagues and

members of the public. Ability to use initiative and to find solutions for work related issues.

MINIMUM EXPERIENCE AND TRAINING:

Minimum of four (4) years' experience performing clerical/ secretarial and administrative support duties. Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate

in Public Administration (CPA) or equivalent.

Ref #: A010

Government of Trinidad and Tobago

JOB DESCRIPTION CONTRACTUAL POSITION

JOB TITLE: BUSINESS OPERATIONS COORDINATOR

JOB SUMMARY:

The incumbent is required to perform a variety of administrative and/or advanced secretarial support duties. Duties include supervising and coordinating the work of staff performing clerical/secretarial and administrative support duties; assisting in the preparation of budgets for a Unit/Division and the training and guidance of subordinate staff. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.

REPORTS TO:

Administrative Superior or designated officer

SUPERVISION GIVEN TO:

Business Operations Assistant I, II and/or other support staff as required.

KEY RESPONSIBILITIES:

Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance.

Trains and guides staff in performing work assignments. Manages and coordinates the arrangements for meetings, workshops, conferences and other similar events,

both internally and externally, by providing logistical support including: scheduling dates and arranging for air and ground transport; arranging accommodation; sourcing and reserving conference facilities; preparing agenda and taking minutes/notes; and following up the implementation of actions and decisions taken as required.

Supervises and coordinates activities related to processing , maintaining and updating of manual and electronic correspondence, documents and databases and office support such as: maintaining manual and electronic filing system/databases/libraries; sorting, recording and routing all incoming correspondence and documents; filing of correspondence and documents manually and electronically and, independently assigning metadata to facilitate electronic searches; dispatching outgoing correspondence, documents; and providing photocopying, printing, scanning, faxing, binding and other office assistance support.

Assists in the execution of the design, implementation and evaluation of the Division's policies, projects and programmes; also assists in monitoring the work programmes of the Division to which assigned, follows up on actions to be taken and provides timely reminders on key deliverables.

Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. Provides project management support such as identifying and managing resources to ensure project and

system success. Coordinates arrangements for local and foreign travel, sources information on costs, develops cost proposals

and justifications, plans the itinerary and makes ground transport arrangements, as necessary. Contributes to the creation of innovative procedures and policies as a means of improving Divisional and

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