Executive Secretary 1 (OPS/SS 4)

Job Purpose

The Executive Secretary is responsible for providing administrative and secretarial support to the Principal Director including, but not limited to greeting visitors and answering the telephone, receiving, and distributing mail and correspondence, gathering data, and compiling various reports for the Energy Division, photocopying materials, maintaining files, ordering supplies, and issuing correspondence. This involves high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. 

Key Responsibilities 

Management/Administrative 

• Receives and distribute incoming mail; 
• Composes letters, memoranda from general instructions and prepares responses to correspondence containing routine inquiries; 
• Interviews visitors and callers, determines the nature of enquiry and refers personnel to proper authorities/departments where appropriate; 
• Screens calls for the Principal Director; 
• Seeks information from the various Divisions of the Ministry’s and Agencies which the Principal Director may need on any particular subject; 
• Liaises as necessary between the Principal Director and members of staff and officers outside the organization; 
• Performs general office duties such as ordering supplies and maintaining Records Management systems. 

Technical/Professional 

• Organizes and manages Principal Director schedule and updates activities and appointments; 
• Co-ordinates and arranges meeting, prepares meeting documents, ensures Action Plan Reports and other meeting documents are circulated; 
• Attends meetings and ensures that Minutes are taken, transcribed and distributed;
• Prepares Agendas and make arrangements for Committee, Board, and other meetings;
• Manages and establishes procedures for the use of office system; 
• Ensure adequacy of office supplies; 
• Establishes and maintain a system for the control and safekeeping of classified, secret and confidential documents files and reports; 
• Liaises with Directors within the Ministry regarding scheduling of meetings.
• Performs all other related duties and functions as may be required from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Interpersonal Skills 
• Good Oral and Written Communications 
• Job Knowledge 
• Quality of Output 
• Compliance 
• Customer and quality focus 
• Team work and co-operation 

Functional: 

• Organizing 
• Use of Judgment 
• Use of Technology 
• Planning

Minimum Required Qualification and Experience

• CXC or GCE 'O' Level English; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years general office experience. 

OR 

• Graduation from an accredited school of Secretarial Studies with proficiency in Typewriting at a speed of 50-55 words per minute and Shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e.g. Word processing, database and spreadsheets; English Language at CXC or GCE O' Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus four to five (4-5) years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency in Typewriting at a speed of 50-55 words per minute and Shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE 'O' Level; training in the use of a variety of computer software applications and four to five (4-5) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development 

Special Condition Associated with the Job

• Maybe required to work beyond normal working hours.

Please note that only shortlisted applicants will be contacted.