Secretary 2 (OPS/SS 2)

Key Responsibilities

Technical/Professional: 

• Prepares case reports using Microsoft Office; 
• Prepares certificates using File Maker; 
• Embosses completed cases using accurately the embossed machine;
• Records dictation from the Director and reproduces, by word processing, all dictated notes; 
• Types, by word processing, all manuscripts prepared by the Director; 
• Drafts and verifies confidential correspondences, reports and other administrative documents prepared for the signature of the Director to ensure that they are accurate and complete and, where necessary, initiate corrective action; 
• Conducts research and sources information; 
• Screens telephone calls for the Director and other officers in their absence, record telephone messages and ensures that they are promptly delivered; 
• Maintains an efficient filing system; 
• Establishes and maintains a system of control for policy, classified and confidential documents. Controls and monitors all documents and files entering and leaving the Division; 
• Schedules and co-ordinates meetings, special events, and/or other similar activities for the Division; 
• Assists with the maintenance of the Director’s diary (both electronically and written) recording appointments, meetings, visit etc. on a day-to-day basis. Confirms, cancels and reschedules appointment on his/her behalf; 
• Maintains up-to-date Report files by: 
  • Collating, filing and compiling progress reports, annual report & annual performance reports. 
  • Distributing copies of these reports to the relevant persons 
• Circulates, or ensure the circulation of, memoranda, circulars, magazines and other documents within the Division; 
• Performs any other related duties that may be assigned by the Director from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Advanced word processing skills; 
• Excellent Interpersonal skills; 
• Effective oral and written communicate skills; 
• Manage interpersonal communication and relationship; 
• Advanced time management and organizational skills; 
• Good planning and organizational skills. 

Technical: 

• Advanced knowledge of computerized management and the relevant computer applications; 
• Excellent knowledge of Records Management and Office Procedures. 

Minimum Required Qualification and Experience

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

Please note that only shortlisted applicants will be contacted.