Job Purpose
Job Purpose
The Senior Office Administrator is responsible for providing advanced administrative and secretarial support, coordinating office operations, supervising office administrative personnel and ensuring efficient management of office records, schedules and communication processes.
The role supports senior management through effective office coordination, diary management, protocol administration and records management while maintaining confidentiality and professionalism.Key ResponsibilitiesAdministrative and Secretarial Support
Key Responsibilities
Take oral dictation and prepare required documentation and correspondence.
Use e-office systems to research, retrieve and process information.
Prepare responses to routine correspondence and administrative communications.
Coordinate and support daily office operations.Office Coordination and Scheduling
Coordinate schedules for meetings and appointments.
Maintain office diaries, appointment schedules and travel itineraries.
Coordinate travel arrangements and logistical requirements.
Support effective time management and office workflow coordination.Customer Service and Stakeholder Management
Attend to visitors, clients and stakeholders professionally.
Handle telephone calls and direct inquiries appropriately.
Address customer inquiries and complaints in a professional manner.
Promote effective communication and stakeholder engagement.Records and Information Management
Maintain an up-to-date filing and records management system.
Monitor procedures for record keeping, correspondence management and file movement tracking.
Establish and maintain effective document control processes.
Safeguard office records, documents and classified materials.Office Security and Confidentiality
Ensure security of office records, equipment and sensitive information.
Maintain confidentiality, integrity and proper handling of organizational information.
Ensure compliance with office administration and information management procedures.Supervision and Team Leadership
Guide and supervise office administrative services personnel.
Provide support and direction to junior office administration staff.
Monitor staff performance and ensure quality service delivery.
Promote adherence to office procedures and standards.Office Protocol and (adsbygoogle=window.adsbygoogle||[]).push({});Standards
Oversee office protocol and professional etiquette.
Supervise office cleanliness and workplace organization.
Ensure maintenance of professional office standards and practices.QualificationsApplicants should possess any of the following:Option 1
Qualifications
Bachelor's Degree in Secretarial Studies from a recognized institution.OROption 2
Bachelor's Degree in Business and Office Management from a recognized institution.
Diploma in Secretarial Studies from a recognized institution.OROption 3
Bachelor's Degree in Social Sciences from a recognized institution.
Diploma in Secretarial Studies from a recognized institution.Additional Requirements
Additional Requirements
Certificate in Secretarial Management Course lasting at least four (4) weeks from a recognized institution.
Membership in a relevant professional body and in good standing where applicable.
Proficiency in computer applications.Experience
Experience
At least three (3) years of cumulative relevant work experience at the level of Office Administrator or in a comparable position.Required Competencies
Required Competencies
Strong communication skills.
Excellent interpersonal skills.
Report writing and documentation skills.
Presentation skills.
Leadership and supervisory capabilities.
Organizational and coordination skills.
Attention to detail and professionalism.