VACANCY: ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

Application Deadline: March 27, 2023

The Barbados Workers’ Union welcomes applications from suitable candidates to join its team. The incumbent will support the work and activities of the Union by providing administrative support to the Officers of the Union.

Duties and Responsibilities include, but are not limited to:

• Arranges, coordinates and confirms meetings and appointments for Officers, drawing their attention to urgent matters.
• Understands the roles of the General Secretary and other Officers and is proactive in rendering timely assistance and reminders to facilitate the highest standards of service.
• Receives and screens incoming calls; responds to concerns raised and/or directs them to the appropriate Officer.
• Arranges and prepares for meetings in accordance with office procedures. 
• Attends meetings as required, records proceedings and prepares minutes/decisions/reports of those meetings in a timely manner. 
• Takes, transcribes dictation and prepares the documents so dictated. 
• Composes, prepares and processes correspondence, reports, statistical information and other documents. 
• Establishes, updates and assists in maintaining systems including adequate records management and archival systems, to protect and preserve the Union’s records.
• Acts as custodian of BWU documents and records including all confidential records.
• Creates and maintains database of spreadsheet files to record information.
• Assists with preparation for and coordination of Union activities such as programs, events, and conferences.
• When necessary, arranges travel plans and itineraries, and compiles documents for travel-related meetings.
• Manages the receipt, record and distribution of correspondence, including electronic mail, and all other material in accordance with office procedures.
• Ensures that adequate levels of office supplies and stationery are available at all times and that office equipment used by the department is in proper working order.
• Collaborates, with other departments to achieve Union and departmental goals
• Assists with planning, implementing and evaluating service delivery strategies, policies and procedures and assists with establishing and maintaining the conditions for the delivery of reliable and timely Customer Service.
• Performs any other related duties that may be assigned.

Qualifications & Experience Required:

• Certificates must include English language and Mathematics at General Proficiency level or its equivalent.
• The Private Secretary’s Certificate or an equivalent or relevant secretarial qualification or diploma by a recognized institution.
• Previous experience in the same or a related field.
• Proven experience in recording information and producing professional reports from those recordings; producing correspondence, documents and information and communication management. 

Required Knowledge:

• The core values of the BWU. 
• Demonstrated knowledge of the Mission, Vision, and Customer Service Charter of the Union.
• Knowledge of general procedures, and rules that effect the functioning of the Union.
• Knowledge of communication channels and reporting procedures within the Union.
• Working experience in relevant software applications  including but not limited to Power Point, spreadsheet, word processing and database management.
• Expertise in administrative and clerical procedures. 
• Knowledge of business principles.

Required Skills and Abilities:

• Computer skills with knowledge of Microsoft Office Suite
• Outstanding customer service skills and a willingness to comply with the Union’s obligations to provide good customer services.
• Excellent oral and written communication skills.
• Professional telephone manner.
• Good interpersonal skills. 
• Must be a team player.
• The ability to multitask.
• The ability to quickly acquire and apply new knowledge.
• The ability to work with minimal supervision.
•  Ability to meet deadlines.
• Excellent time management skills.
• The ability to maintain high levels of confidentiality. 

Application Deadline:

Applications accompanied by a Résumé and Cover Letter should be sent via email to bwuvacancies@gmail.com for the attention the General Secretary of the Barbados Workers’ Union, Solidarity House, Harmony Hall, St. Michael, no later than March 27, 2023