Senior Office Administrator at Insurance Regulatory Authority (IRA)

Job Specifications

The duties and responsibilities will entail:

• Taking oral dictation;
• Using e-office to research and process data;
• Attending to visitors/clients;
• Handling telephone calls;
• Handling customer inquiries and complaints; coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring security of office records, equipment and documents including classified materials;
• Ensuring security, integrity and confidentiality of information;
• Maintaining an up to date filing system in the office;
• Preparing responses to routine correspondence;
• Overseeing office protocol and etiquette;
• Guiding and supervising other office administrative services personnel;
• Maintaining office diary, appointments and travel itineraries;
• Coordinating schedules of meetings;
• Monitoring procedures for record keeping of correspondence and file movements
• Supervising office cleanliness; and
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Membership to a relevant professional body and in good standing where applicable;

Person Specifications

• Three (3) years’ cumulative relevant work experience at the grade of Office Administrator or in a comparable position.
• Bachelor Degree in Secretarial Studies from a recognized institution.

OR

• Bachelors of Business and Office Management from a recognized institution plus a Diploma in Secretarial Studies from a recognized institution.

OR

• Bachelors Degree in Social Sciences from a recognized institution plus a Diploma in Secretarial Studies from a recognized institution.
• Certificate in Secretarial Management Course lasting not less than four (4) weeks from a recognized institution.
• Proficiency in computer applications.

Competencies and skills

• Communication skills
• Interpersonal skills
• Report writing skills
•  Presentation skills