Secretary 1 (OPS/SS 1)

Key Responsibilities

• Acts as a point of contact for internal/external clients; 
• Transcribes and reproduces Minutes of meetings; 
• Composes and reproduces letters, memoranda and reports; 
• Types and prepares various documents for information; 
• Maintains a Filing System for the Unit; 
• Ensures the confidentiality and security of data and information; 
• Receives and makes telephone calls and translates messages; 
• Ensures that messages are received and delivered; 
• Schedules appointments and arranges meetings; 
• Monitors and maintains the Attendance Register and Leave of Absence Cards;
• Maintains and updates records and Filing System; 
• Screens and directs visitors to the relevant Officers; 
• Records and dispatches incoming and outgoing mails; 
• Types, copies and files, analytical reports, documents and other papers;
• Accesses and forwards emails to the relevant officers; 
• Receives, forwards and directs faxes to the relevant officers; 
• Performs any other related duties which may be assigned from time to time.

Required Knowledge, Skills and Competencies

Core: 

• Good knowledge of the operations of Government’s/Ministry’s policies and procedures
• Good interpersonal skills 
• Good oral and written communication skills 
• Very good customer relations skills 
• Good problem-solving and conflict management skills 

Technical: 

• Sound knowledge in office procedures and secretarial skills 
• Proficient in the use of relevant software applications 

Minimum Required Qualification and Experience

• Graduated from a Secondary School with English Language at the CXC or GCE O’ Level and typewriting at a speed of 30-35 w.p.m. 

OR 

• Successful completion of a course of study at an accredited Secretarial School with proficiency in typewriting at a speed of 30-35 w.p.m. and English Language at CXC/GCE O’ Level; 
• Knowledge of word processing software (basic level) would be an additional asset at this level.

Please note that only shortlisted applicants will be contacted.