Secretary 2 (OPS/SS 2) €“ Organizational Development Unit

KEY OUTPUTS

• Correspondence and documents produced
• Incoming and outgoing correspondence logged
• Minutes recorded, transcribed, composed and disseminated
• Information disseminated
• Research conducted and information distributed
• Databases updated
• Appointments scheduled
• Filing system maintained and Minute sheets updated
• Telephone answered
• Calls and visitors screened and directed to relevant officers
• Messages recorded
• E-mails downloaded and distributed
• Unit’s and Individual reports prepared and submitted
• Fax received, transmitted and forwarded
• Job description retrieved and forwarded
• Help Desk managed
• Customers satisfied.

KEY RESONSIBILITY AREAS Management/Administrative Responsibilities

• Retrieves and forwards Job Descriptions as requested to the relevant officers
• Types letters, memoranda, Workplans, Performance Reviews and Job Descriptions as directed
• Transcribes and reproduces minutes of meetings for circulation
• Logs all incoming and outgoing correspondence and distributes same
• Updates databases
• Composes and types routine correspondence
• Receives and takes telephone messages and screens calls intended for officers
• Schedules appointments and arranges meetings
• Directs and screens visitors
• Maintains an efficient filing system
• Manages the Unit’s Help Desk
• Gathers information and compiles reports
• Undertakes research and distributes information to the relevant officers
• Accesses and forwards e-mails to the relevant officers
• Receives, forwards and directs fax to the relevant officers
• Produces and submits the unit’s and individual monthly reports.
• Gathers information and complies output focused Job Descriptions
• Retrieves and input data electronically for training needs and submits to Human Resource Development.
• Satisfies internal and external customers
• Exercises confidentiality, professionalism and integrity.

Other Responsibility

• Perform any other related duties which may be assigned from time to time

PERFORMANCE STANDARD

• Correspondence and documents produced on a timely basis and in the required format
• All Incoming and outgoing correspondence accurately logged within the same day of receipt and distributed immediately.
• Information researched, compiled and disseminated on a timely manner.
• All databases accurately updated in the required format and within the stipulated timeframe.
• Minutes recorded, transcribed, composed and disseminated accurately and within the agreed time frame.
• Unit’s and individual status reports produced in the required format and within the required timeframe.
• Filing system maintained and minute sheets updated on a daily basis
• Calls and visitors screened and directed to relevant officers promptly
• Messages accurately recorded and distributed to the relevant officer.
• Appointments scheduled and communicated on a timely basis
• Job descriptions retrieved and forwarded to all relevant officers/Units within the agreed timeframe
• Unit’s Help Desk managed in accordance with established service standards.
• Telephone answered courteously and within the third ring
• Confidentiality, professionalism, and integrity exercised at all times
• Emails downloaded and distributed within agreed timeframe
• Fax received and forwarded within established timeframe
• Customer’s satisfied in accordance with established standards and within the agreed timeframe.

REQUIRED COMPETENCIES

Core

• Good interpersonal skills
• Good oral and written communication skills
• Strong customer and quality focus skills
• Good teamwork and cooperation
• Good planning and organizing skills
• Integrity
• Compliance
• Good time management skills
• Good problem solving and conflict management skills

Technical

• Excellent secretarial skills
• Proficiency in the relevant computer applications
• Proficiency in Shorthand at a speed of 80-100 w.p.m.
• Proficiency in typewriting at a speed of 40-45 w.p.m.
• Knowledge of the operations of Government / Knowledge of the Ministry’s policies and procedures

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• CXC or GCE ‘O’ Level English Language or equivalent
• Proficient in typewriting at a speed of 40-45 words per minute
• Successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND).

OR

• CXC or GCE ‘O’ Level English Language
• Proficient in typewriting at a speed of 40-45 words per minute
• Training in word processing and spreadsheet applications.
• Graduation from an accredited Secretarial School with at least three (3) years’ experience in the field.
• Shorthand at 80-100 words per minute would be an asset

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical office environment

Please note that we thank all for responding, but only short-listed applicants will be contacted.