JOB PURPOSE
: To provide administrative, clerical and secretarial support in the Transport Division
MAIN DUTIES AND RESPONSIBILITIES
General Administrative Processes and Records
1. Provide administrative, clerical and secretarial support to Officers in the Division
2. Develop, maintain and operate manual and/or computerised information systems
3. Complete and submit all returns/records as required.
4. Contact with relevant personnel to receive and provide information
Purchasing and Supplies Administration
5. Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources
6. Stock control of resources
7. Arrange for the maintenance of equipment
Reception, Secretarial and Secretariat
8. Receive, screen and direct all telephones calls
9. Receive visitors and provide hospitality as required
10. Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet and Internet facilities, where appropriate
11. Sort, screen and distribute all mail
12. Ensure the secure storage of valuable items and confidential documentation
13. Draft correspondence, obtain and update lists, registers and management information systems
14. Maintain diaries, arrange appointments, meetings and provide a secretarial service for Senior Officers within the Division/Service
15. Communicate on a regular basis with professional staff from outside agencies in order to receive/provide information
16. Service meetings and draft minutes as required
Other Duties
17. Assist work placement students with practical tasks and assignments within the office (where appropriate)