Executive Secretary 1

JOB PURPOSE: 

This position provides quality and efficient administrative and secretarial support to the Office of the Senior Director Human Resource Management & Administration to ensure that an environment of professionalism is maintained at all times and confidentiality is exercised in the execution of duties. 

GUIDING PRINCIPLES

• Confidentiality 
• Integrity 
• Fairness 
• Accountability 
• Transparency

CENTRAL LEGISLATIVE FRAMEWORK 

• The Jamaican (Constitution) Order in Council (Act), 1962
• The Financial Administration & Audit Act, 2011 
• The Financial Administration & Audit (Amendment) Act, 2016
• Staff Orders for the Public Service, 2004
• The Integrity Commission Act, 2017

KEY OUTPUTS AND DELIVERABLES

Administrative duties delivered

• Internal and external stakeholders engaged 
• Office streamlined 
• Visitors received and processed 
• Stakeholders engaged 
• Follow up on action-issues 

Secretarial support provided 

• Draft Letters and Reports produced 
• Minutes of Meetings produced 
• Appointments managed 
• Meetings scheduled 
• Confidential files maintained 
• Calls & emails received messages relayed

KEY RESPONSIBILITY AREAS

Administrative Responsibilities 

• Engages with internal and external stakeholders to communicate information from the Senior Director, Human Resource Management & Administration, as directed. 
• Effects logistical arrangements for meetings to include technology, equipment and refreshments, as directed 
• Receives visitors to the Office of the Senior Director, Human Resource Management & Administration. 
• Liaises with Heads of Departments on action-issues requiring their attention. 
• Streamlines the Office – filing system, placement of equipment, etc. for greater efficiencies in operations. 
• Monitors the scheduled maintenance of HR equipment. 

Technical/Professional Responsibilities 

• Receives and processes sensitive and confidential mail and other documents. 
• Initiates and prepares draft Reports and Letters for the review of the Senior Director Human Resources & Administration 
• Attends meetings, records Minutes of meetings, prepare Minutes and circulates them to meeting attendees. 
• Screens telephone calls and directs calls to appropriate officer as may be necessary. 
• Maintains a schedule of appointments, reschedule appointments when necessary and informs the relevant persons. 
• Maintains a database of letters issued and ensures that copies are routed to the HR Registry for filing. 
• Maintains and manages confidential files and documents, as directed.
• Provides support to the execution of HR programmes, as needed.
• Maintains an efficient filing system. 

Other Responsibilities 

• Any other related duty that may be assigned. 

PERFORMANCE STANDARDS

• Callers and visitors are handled professionally. 
• Reports are prepared accurately within specified timeframe. 
• Minutes of meetings are recorded and reproduced accurately. 
• Messages are recorded and relayed accurately. 
• Letters and other correspondence are prepared on a timely basis. 
• Confidential records maintained. 
• HR Programmes supported. 

REQUIRED COMPETENCIES

• Planning & Organizing
• Oral, Verbal & Written Communication
• Stakeholder Engagement
• Report Writing
• Accuracy 
• Initiative & Reliability 
• Office Procedures & Use of Technology
• Interpersonal skills & Quality Customer Care

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Diploma in Administration, Management or related studies from a recognized institution. 
• Certified Professional Secretaries Certificate. 
• Successful completion of prescribed GoJ Secretaries Courses at MIND. 
• At least three (3) years progressive secretarial experience working under the direction of a Senior Manager. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical Office environment 
• Typical working hours 
• Performing duties while under pressure 
• Performing multiple tasks at the same time 

AUTHORITY

• To engage internal and external stakeholders on matters being managed by the Senior Director, Human Resource Management & Administration