Secretary 2 (OPS/SS 2)

Key Responsibilities

Administrative: 

• Maintains shared electronic folders; 
• Works closely with staff in the Division to follow up on documents prepared for the Director, Research and Mapping; 
• Drafts and finalizes letters and memoranda; 
• Screens telephone calls and visitors; 
• Handles routine correspondence on behalf of the Director, Research and Mapping by retrieving and sending correspondence from intranet and internet or otherwise;
• Maintains the work diary (both electronically and written) recording appointments, meetings, visits etc. on a day-to-day basis and confirms, cancels and reschedules appointments for staff; 
• Maintains an up-to-date electronic and hard copy filing system for the Unit;
• Ensures updating of the NEPA administered AMANDA system; 
• Maintains a database/logging system for development applications; 
• Maintains inventory of office supplies/resources. 

Technical: 

• Ensures that all correspondence of a general or routine nature received are properly processed in keeping with agreed timelines; 
• Prepares draft responses to certain correspondence for vetting by the Director, Research and Mapping; 
• Addresses some problems relating to the routine operations of the office, by interfacing with the appropriate Mines and Geology Division (MGD) staff and other Government entities as well as the Private Sector; 
• Keeps abreast of the progress of activities within the MGD, providing background information, as well as preparing the Director, Research and Mapping for participation in meetings; 
• Organizes meetings for the Director, Research and Mapping; 
• Takes notes at meetings and produces Minutes; 
• Prepares pre-conference papers for the Director, Research and Mapping and attends meetings, as may be required; 
• Ensures that the Director, Research and Mapping receives reports from direct reports in relation to the Division’s operations by due dates and in the correct format; 
• Keeps the Director, Research and Mapping abreast of relevant information on media coverage/public opinion as they relate to issues of the MGD’s portfolio. 
• Makes travel and accommodation arrangements for the Director, Research and Mapping, when necessary; 
• Assists with the planning and executing of workshops/seminars; 
• Performs any other related duties that may be assigned from time to time by the Director, Research and Mapping. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills; 
• Good customer and quality focus skills; 
• Good teamwork and co-operation skills;
• Good interpersonal skills; 
• Good planning and organizing skills; 
• Good problem-solving and decision-making skills; 
• Compliance; 
• Ability to work on own initiative 
• Integrity. 

Technical: 

• Good Secretarial and Administrative Management skills; 
• Use of technology (relevant computer applications); 
• Records and Information Management skills; 
• Ability to record and transcribe Minutes; 
• Ability to maintain calendars and schedule appointments; 
• Ability to create, compose and edit written materials; 
• Ability to work under pressure and meet deadlines. 

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- 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.