The Insurance Regulatory Authority (IRA) is seeking a Senior Office Administrator to join their team. The IRA's vision is to be the leading insurance industry regulator, with a mission to effectively regulate, supervise, and develop the insurance industry while protecting insurance beneficiaries. Their core values include Accountability and Team Spirit.

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;

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
• Membership to a relevant professional body and in good standing where applicable;

• 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
• Establishing and monitoring procedures for record keeping of correspondence and file movements

• Communication skills
• Interpersonal skills
• Report writing skills
• Presentation skills
• Proficiency in computer applications

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