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Administrator - 6 Months

Job Description and Requirements

Job Summary
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
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.

Visitor Management
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.

  • 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 meeting participants

Office Supplies
Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that stocks meet demand.
Minimum Qualifications:
Educational level typically acquired through completion of high school.
Minimum Experience: 

  • Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1

Skills: (At intermediate level) 

  • 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.