Vacancy – Administrative Assistant

—

by

T&T Anglican Diocese
in

The Incorporated Trustees of The Anglican Church
in The Diocese of Trinidad and Tobago
DIOCESAN OFFICE: 2 HAYES STREET, PORT OF SPAIN TRINIDAD, WI.
TELEPHONES: (868) 622-2863, 622-7704, FAX: (868) 628-1319

POSITION: ADMINISTRATIVE ASSISTANT

JOB TITLE: Administrative Assistant DEPARTMENT: Administration
REPORTS TO: Diocesan Secretary /Property Manager

CLASSIFICATION: General Staff
WORKING HOURS: 9:00 am – 4:30 pm

JOB PURPOSE:
To provide administrative support to the Property Manager in the operation of the Property Unit

KEY AREAS OF RESPONSIBILITY:

Provide administrative support to the Property Manager by:

  1. Preparing draft letters and other material on behalf of the Property Manager
  2. Typing and finalizing letters, reports and other documents
  3. Record incoming mail and other correspondence for the Property Manager and attaching background papers prior to routing to the Property Manager.
  4. Liaising with Parishes and other external parties as required by the Property Manager to ensure follow-up on matters under review
  5. Coordinating meetings as requested (contacting attendees, advising on date, confirming attendance, preparing and circulating documents)
  6. Assisting with the preparation of monthly reports for statutory meetings

Provide support for meetings of the Buildings and Lands Committee by:

  1. Coordinating meetings as required (contacting attendees, advising on date, confirming attendance, preparing and circulating documents).
  2. Attendance at meetings, recording and preparing minutes and Action list for circulation to members
  1. Providing information to Property Manager in preparation for meetings
  2. Liaising with the Chairman, Buildings and Lands Committee, the Property Manager, the Diocesan Secretary, regarding follow-up action required as a result of meeting.
  3. Keeping a Database under the guidance of the Property Manager
  4. Conduct research on property issues and prepare relevant reports as required by the Property Manager.
  5. Must be able to set up meetings on and be familiar with the Zoom platform
  6. Coordinate other activities of the Property Unit as required
  7. Knowledge of deeds, lease agreements, plans and drawings will be an asset

JOB SPECIFICATION:

Qualification & Experience
 Post-secondary level education as evidenced by an Associate Degree, Administrative Professional Certification or equivalent qualification.
 Minimum of 3 years’ experience as an Administrative Professional
 Competence in MS Office Suite, (Word, Excel, Power Point, Access. Publisher as evidenced by a minimum of 3 years progressive experience in applications

Required Competences (required behaviours for successful completion of the work):
 Ability to exhibit a professional approach to the completion of work assigned, ensuring that the final product is satisfactorily completed on time and in accordance with instructions and agreed standards.
 Ability to comprehend the priorities in work assignments and to exercise judgement and discretion in acting on those priorities.
 Ability to work cooperatively as a contributing member of a team to attain the goals and objectives of the work unit
 Ability to understand the needs of clients and to treat them with equal courtesy and respect
 Ability to communicate effectively both orally and in writing
 Maintain confidentiality of sensitive information

Applications should be submitted to:
Diocesan Secretary, #2 Hayes Street, St. Clair
or by e-mail to diocesansecretarytt@gmail.com
No later than March 3, 2023