Administrative Assistant (DCSU Front Office)

Duties

• Manages the delivery of business administration services.
• Manages time and diary for individual senior managers and leadership teams.
• Filters and prioritises meeting requests.
• Handles sensitive, confidential information.
• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.
• Creates multi-level and repeating tasks for self and others.
• Manages multiple calendars using features such as 'show through' and adding tabs.
• Helps others understand the wide range of functions available with calendaring software.
• Adds notes, attachments or reminders to tasks or appointments for self and others.
• Prints using varied and complex setup, designs and page combinations.
• Compares and contrasts functionality among different releases.
• Consults others on the use and interconnectivity of the tools.
• Participates in some advanced functions of at least one product.
• Participates in evaluation of new office support tools.
• Determines which office products can interact and how to share data.
• Performs first-level problem resolution tasks.
• Works with all kinds of office support software to finish complex tasks.
• Organizes and coordinates large meetings and conferences.
• Contributes to office administration improvements and best practices.
• Consults on a full spectrum of enterprise office administration activities.
• Designs office administration functions and workflow.
• Monitors industry and marketplace trends and directions for office administration.
• Monitors effectiveness of support staff; recommends improvements.
• Manipulates files within different folders, directories, partitions, drives, etc.
• Conducts the use of keyboard and pointing devices such as a mouse or a track ball.
• Opens, closes, sizes and moves windows on a desktop.
• Performs basic file management tasks like open, close, name, save, print.
• Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.
• Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.
• Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.
• Performs basic editing functions such as copy, paste, find and replace.
• Explains the use of features including address books, distribution lists, and bulletin boards.
• Uses all basic mail handling features such as reply, forward and carbon copy(cc).

Requirement

• Higher vocational training in a relevant discipline with 3-years post-related experience.
• Or a secondary educational qualification with 5-years post-related experience.
• Proven ability to build relationships with a variety of stakeholders.
• Proven experience in working independently and applying appropriate judgement when handling confidential materials.
• Experience in drafting accurate and concise minutes.
• Experience in the application of strong planning, analytical and problem-solving skills.
• Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.