RSS Vacancy - Administrative Assistant
Applications,
along with a recent Curriculum Vitaé, must be submitted to the Executive
Director, RSS Headquarters, by emailing rsshq@rss.org.bb,
by Monday, January 5, 2026.
Interested
persons may view the Terms of Reference for the post of Administrative Assistant,
below.
JOB DESCRIPTION – ADMINISTRATIVE ASSISTANT – GENERAL
JOB
TITLE: Administrative
Assistant - General
DEPARTMENT/UNIT:
Administration
ORGANISATION:
Regional Security
System Headquarters
REPORTS
TO: Administrative
Officer
MAIN
SCOPE AND The
Administrative Assistant General will be based
SUMMARY:
at the RSS
Headquarters in Barbados. The main functions are to provide general office and
administrative support services to the Administrative Staff and Staff Officers.
ADMINISTRATIVE
The Administrative
Assistant General is responsible
RESPONSIBILITY:
to the
Administrative Officer for clerical and administrative support services to the
Staff Officers RSS HQ and to promote a Health and Safety culture within the RSS
HQ.
KEY
DUTIES
The duties
of the Administrative Assistant General include:
a.
Provision of general office and administrative support services in relation to
general office and administrative procedures as follows: –
i. General
office and clerical duties in relation to document preparation and management -
typing, photocopying, filing, binding and as otherwise required.
ii.
Answering the telephone and directing all incoming calls in an efficient
manner.
iii.
Making all overseas calls for Officers and ensuring that they are logged in the
telephone book.
iv.
Keeping a record of all visitors to the RSS HQ in the Visitor’s Log Book and
escorting them to the various offices as required.
b. In the
absence of the Registry Officer, issuing files as required and ensuring that
all files are returned to the Strong Room at the end of the working day.
c. Booking
in all incoming mail as necessary.
d. In the
absence of the Registry Officer, clearing and booking in all emails and faxes
and forwarding them to DExec Dir or AO as necessary.
e. Filing
all documents as required.
f.
Dissemination of all outgoing mail as necessary. Review documents for correct
format, grammar, spelling and conformance with RSS policies and procedures.
g.
Clearing Officers’ trays throughout the day as required.
h. Perform
the duties of Host for the various e-learning and online conferencing portals
and platforms used by RSS HQ for convening virtual meetings.
i. Be
prepared to take Minutes as required at any relevant RSS HQ meeting.
j. Act as
Duty Admin Assistant when required.
k. Be on
call for RSS Operations.
l. Any
other related duty as may be assigned from time to time by an authorised
officer.
EXPERIENCE
& EDUCATION REQUIREMENT
The
Administrative Assistant General should have experience and knowledge of
general office management and administrative matters such as clerical
functions, document management and word processing
The
education requirement for the post of Administrative Assistant General:
a. At
least five (5) certificates at CXC, General Proficiency level, including
English Language and Mathematics and two (2) Advanced Level Certificates;
Typewriting at 35 words per minute and not less than 3 years relevant
experience; or
b. The
Private Secretary’s Certificate and not less than one year’s relevant
experience; or
c. A Diploma or Associate Degree in Public Administration or Business Studies and not less than one year’s relevant experience.
KNOWLEDGE
REQUIREMENT
1)
Computer literacy specifically Microsoft Applications (Word, Excel,
2) Power
Point, MS Project and Outlook.
3)
Regional Security System and its mandate.
4) Office
equipment and business practices.
5) Health
and Safety in the work place.
SKILLS
AND COMPETENCES
1) Good
interpersonal, planning and organising skills.
2) Good
communication skills and telephone etiquette.
3) Time
management, deadlines and detail
4)
Critical thinker – problem solving, able to make decisions while maintaining
the safety and well-being of other team members.
5) Being
able to work with diverse groups.
DESIRABLE
TRAITS
1) Should
be willing to take part in staff activities, which contribute to esprit de
corps among the RSS HQ team.
2) Be
prepared to keep up to date in the profession.
3) An
understanding of the e-learning platforms available to support virtual meetings
and online learning.
4) Quality
and productivity focused.
PHYSICAL
ENVIRONMENT
1) Work
involves being in an office environment.
2) Work
may require some physical endurance and dexterity.
3) Work
may involve overseas travel to meetings, training, workshops and seminars.
HOURS OF WORK
The office
working hours are from 8:30 a.m. to 4:30 p.m. Employees may, however, be
required to work outside of these hours, subject to the exigencies of the
organisation.
CONTRACT
OF EMPLOYMENT
The
Contract of Employment is at the discretion of the Executive Director, Regional
Security System.
