Office Assistant job at Office Of The Prime Minister
About the Organization
Job Description
By performing these duties and meeting these requirements, an Office Assistant ensures the efficient functioning of an office, supporting staff, and contributing to the overall productivity and effectiveness of the organization.
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Duties and Responsibilities
Administrative Support:
Clerical Tasks: Performing general clerical duties such as photocopying, faxing, mailing, and filing.
Document Management: Creating, maintaining, and organizing files, records, and documents.
Data Entry: Entering data into computer systems accurately and efficiently.
Reception and Communication:
Answering Phones: Answering and directing phone calls to the appropriate staff members.
Greeting Visitors: Welcoming visitors and directing them to the appropriate person or department.
Correspondence: Handling incoming and outgoing mail, including email and other forms of communication.
Scheduling and Coordination:
Appointment Scheduling: Scheduling and coordinating meetings, appointments, and events for staff.
Calendar Management: Maintaining and updating calendars for staff members.
Travel Arrangements: Making travel arrangements and reservations for staff as needed.
Office Supplies and Inventory:
Inventory Management: Monitoring and maintaining office supplies inventory, and placing orders when necessary.
Stocking Supplies: Ensuring that office supplies are stocked and available to staff.
Assisting Staff:
Support Tasks: Providing support to staff with various tasks such as preparing reports, presentations, and correspondence.
Project Assistance: Assisting with special projects and tasks as assigned by supervisors or management.
Meeting Preparation: Preparing materials and setting up equipment for meetings and presentations.
Office Maintenance:
Organization: Keeping the office environment clean, organized, and presentable.
Equipment Maintenance: Ensuring office equipment is maintained and functioning properly, and arranging for repairs when necessary.
Financial Tasks:
Expense Reporting: Assisting with the preparation and submission of expense reports.
Billing Support: Assisting with billing and invoicing tasks as required
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Qualification, Experiences and Competencies
Education and Qualifications:
High School Diploma: A high school diploma or equivalent is typically required.
Additional Training: Post-secondary education or training in office administration is beneficial but not always required.
Experience:
Relevant Experience: Previous experience in an office or administrative role is often preferred but not always required.
Industry-Specific Experience: Experience in specific industries (e.g., legal, medical) may be beneficial for specialized office assistant roles.
Skills and Competencies:
Computer Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant applications.
Communication Skills: Excellent verbal and written communication skills.
Organizational Skills: Strong organizational and time-management skills to handle multiple tasks and prioritize effectively.
Attention to Detail: Keen attention to detail to ensure accuracy in tasks such as data entry and document preparation.
Customer Service: Good interpersonal skills and a professional demeanor to provide excellent customer service.
Personal Attributes:
Reliability: Dependable and punctual, with a strong work ethic.
Adaptability: Ability to adapt to changing tasks and priorities.
Team Player: Willingness to work collaboratively with colleagues and support team efforts.
Physical Requirements:
General Health: Good physical health to perform tasks such as filing, stocking supplies, and operating office equipment.
Mobility: Ability to move around the office and handle light lifting as required
How to Apply
APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.
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