Executive Secretary OPS/SS 4

KEY OUTPUTS

• Polite and knowledgeable customer service provided; 
• Documents produced and filing system maintained;  
• Information provided for customers and callers; 
• Diary maintained and meetings and appointments arranged; 
• Filing system operational;
• Office equipment and supplies managed and maintained for the office. 

PERFORMANCE INDICATORS

• Level of customer satisfaction with service provided (internal and external);
• Documents produced with accuracy and within the established timeframe;
• Number of instances of documents filed inaccurately; 
• Percentage (%) of the time that files are produced upon request;
• Adequacy and timelines of arrangements made;  
• Number of instances of stock-outs of office supplies. 

JOB DUTIES & RESPONSIBILITIES

Professional/Technical Responsibilities 

• Maintains basic knowledge of the operations of the Office;  
• Advises callers with whom to communicate in the Office regarding specific issues; 
• Provides information to routine queries arriving at the Office, and directing other queries to the appropriate official; 
• Makes, receives and routes telephone calls or takes messages in the Supervisor’s absence; 
• Takes dictation and reproduces confidential and other correspondence; 
• Types necessary correspondence for dispatch; 
• Drafts letters and memoranda based on general instructions; 
• Scans, photocopies and dispatches documents as necessary; 
• Records incoming and outgoing correspondence accurately, bringing these to the attention of the Supervisor for action. 
• Arranges for the printing, photocopying, binding, dispatching etc. of documents produced; 
• Designs and maintains an effective general filing system; 
• Maintains the database for tracking documents; 
• Requests, retrieves and returns of files to the main registry; 
• Deals with urgent correspondence, scans and emails in the absence of the Hon. Minister; 
• Maintains the diary of the Supervisor; 
• Arranges meetings, workshops, conferences etc., including the location, agenda, relevant documents; 
• Takes action minutes at meetings when directed and circulates them as required;
• Maintains a list of addresses, telephone numbers and email addresses of external customers; 
• Generates ad-hoc reports on request; 
• Manages the Office’s physical resources, such as printers, computers, phones etc. and arrange for the prompt repair or replacement of faulty equipment;
• Orders and secures stationery and other supplies for the Office. 

OTHER DUTIES 

• Undertakes any other related duties within the remit of the post.  

QUALIFICATIONS & EXPERIENCE

• Five (5) O’level or CXC passes, including English and Mathematics;
• Certificate in Administrative Management Level 2; 
• Minimum four (4) years experience 

SPECIFIC KNOWLEDGE & SKILLS

• Strong interpersonal, time management and communication,oral and written skills; 
• Good telephone and office etiquette; 
• Competent in Microsoft Word, Outlook, Excel, PowerPoint and Publisher
• Typing 50 – 60 wpm;  
• Ability to use the office machines, e.g. memory writer, binder, photocopier, computer and fax machine;  
• Knowledge of Corporate services operations in Government; 
• Attention to detail and accuracy; 
• Knowledge of the Staff Orders for the Public Service; 
• Knowledge of record management; 
• Organisation and time management skills; 
• Ability to maintain confidentiality 

COMPTENCIES

The post holder needs to demonstrate the following competencies:

Core competencies 

• Customer & Quality Focus 
• Interpersonal Skills 
• Teamwork & Co-operation 
• Oral and Written Communication 
• Initiative 

Technical/Functional competencies

• Analytical Thinking, Problem Solving & Decision Making
• Job Knowledge 
• Planning & Organizing 
• Use of Technology 
• Goals /Results Oriented 
• Compliance 

SPECIAL CONDITIONS OF THE JOB

• Typical working environment, no adverse working conditions;