Executive Secretary (OPS/SS 4)

Job Purpose

Under the direct supervision of the Postmaster General, the Executive Secretary is required to proactively, diligently and independently manage, organize, monitor and execute a wide variety of secretarial and administrative duties to enhance and simplify the work processes and operations of the Office while exhibiting a high level of confidentiality. 

Key Responsibilities

Management/Administrative: 

• Prepares Individual Work Plan. 
• Assists with monitoring matters that have been passed to direct reports and other Senior Managers for action, ensuring that they are pursued to finality, and apprises the PMG of the results. 
• Disseminates circulars/information to staff on behalf of the PMG. 
• Receives and screens incoming telephone calls to the PMG, providing friendly and professional greeting, directing calls, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses and responds where appropriate. 
• Performs clerical duties such as faxing, photocopying and mailing. 
• Maintains the PMG’s diary electronically by recording appointments, meetings, and visits etc. on a day-to-day basis and confirms, cancels and reschedules appointments.
• Accepts and opens all internal and external correspondence addressed to the PMG.
• Manages correspondence by maintaining database and manual record for logging and dispatching of documents. 

Technical/Professional: 

• Organizes and attends meetings, makes notes and produces minutes for dissemination and follow-up action. 
• Provides accurate word-processing support by composing a variety of documents; this includes highly confidential correspondence, reports, memoranda, contracts and proposals. 
• Makes travel and accommodation arrangements for the PMG when necessary.
• Develops and maintains a records management and information system for the Office.
• Researches and collates information to brief the PMG in preparation for meetings and other events. 
• Manages the acquisition and use of stationery for the PMG’s Office. 
• Prepares status and other reports. 

Required Knowledge, Skills and Competencies

Core 

• Good Oral and Written Communication 
• Methodical 
• Good Customer and Quality Focus 
• Integrity 
• Good Interpersonal Skills 
• Takes Initiative 
• Compliance 
• Adaptability 

Technical Professional 

• Good Use of Technology 
• Problem Solving and Decision Making 
• Planning and Organizing
• Teamwork and Cooperation 
• Goal/Result Oriented 

Knowledge of: 

• The Public Service Regulations, Staff Orders for the Public Service, Financial Administration and Audit Act and Financial Instructions, Post Office Act and the Public Bodies and Management Accountability Act. 
• The Postal Industry and its operations. 
• Administrative of office management practices and principles. 
• Government of Jamaica Records and Information Management practices and principles. Web-based research techniques. 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus five (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 spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus five (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 software applications and five (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

• May be required to work outside of normal hours and on weekends.

Please note that only shortlisted applicants will be contacted.