Executive Secretary (OPS/SS 4)

KEY RESPONSIBILITIES:

Polite and knowledgeable customer service provided 

• Maintain and provide basic knowledge of the operations of the Division;
• Advise callers with whom to communicate in the Unit regarding specific issues; 
• Advise callers of the whereabouts of those with whom they wish to meet or speak and offer to take messages in their absence; 
• Reply to routine queries arriving at the Unit, and directing other queries to the appropriate official; 

Documents produced and records and filing system maintained 

• Take shorthand dictation and reproduce confidential and other correspondence; 
• Type all necessary correspondence for dispatch; 
• Compose letters and memos based on general instructions;
• Record all mail received; 
• Arrange for the printing, photocopying, binding, dispatch etc of documents produced;
• Design and maintain an effective general filing system; 
• Maintain the database for tracking Cabinet Submissions received for comments from the Ministry of Finance and Planning; 
• Maintain a follow-up system and liaise with the Training Division, PXPC Unit Heads and staff as necessary, to ensure that Division staff attend training as directed by the DFS. 
• Deal with urgent correspondence, faxes and emails in the absence of a Unit official. 

Diary maintained and meetings and appointments arranged

• Maintain the diary of the DFS, PXPC; 
• Arrange meetings, workshops, conferences etc, including the location, agenda, relevant documents at the national and trans-national levels;
• Manage the PXPC Division’s meeting room; 
• Take action minutes at meetings where directed to do so and circulating them as required. 

Office equipment and supplies managed and maintained

• Manage the Unit’s physical resources, such as printers, computers, phones etc and arrange for the prompt repair or replacement of faulty equipment; 
• Order and secure stationery and other supplies for the DFS’s office and the Division’s copy room. 

Other Responsibilities 

• Performs other related duties and responsibilities that may be assigned from time to time 

REQUIRED COMPETENCIES:

• Typing at 50 – 60 wpm; 
• Shorthand at 120 wpm; 
• Ability to use the office machines, e.g. memory writer, binder, photocopier, computer and fax machine; 
• Proficiency with word processing, spreadsheet and other basic software applications including Ziplaw and internet communications;
• Sound administrative planning and organizational skills.
• Good telephone and office Etiquette 
• Good time management skills 
• Job Attitude – Possesses and consistently displays a positive job attitude
• Communication – Possesses excellent written and oral communication skills
• Interpersonal Skills – Possesses good interpersonal skills
• Team work – Consistently displays good teamwork 
• Initiative – Ability to exercise initiative 
• Customer Relations - Maintains good internal and external customer relations 
• Official conduct – Consistently displays good conduct and decorum
• Quality of Output - Delivers output of a consistently high quality 

QUALIFICATION & EXPERIENCE:

• Five (5) CXC including English and Mathematics, 
• Professional Secretarial Certificate from an accredited institution;
• Diploma in Administrative Management 
• At least Four (4) years’ experience in a similar position.

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.