Secretary 2 (OPS/SS 2)

Key Responsibilities 

Technical/Professional: 

• Types letters, memoranda, reports and other documents from handwritten notes, drafts or dictation; 
• Prepares/types and collates Reports, Briefs, Submissions and other documents for submission; 
• Records, sorts and dispatches incoming/outgoing correspondence; 
• Conducts pertinent research and collates information/reports for submission; 
• Receives and directs all telephone calls to relevant officers; 
• Disseminates information to internal/external customers; 
• Receives, screens and answers general enquiries, and directs visors to the appropriate officers; 
• Composes and types routine correspondence; 
• Responds to general/routine queries and correspondence; 
• Monitors and requests files for relevant officers; 
• Downloads e-mails and forwards to relevant officers; 
• Ensures that documents and correspondence are photocopied; 
• Receives and forwards fax as directed; 
• Maintains an efficient filing system; 
• Manages and dispatches the stationery inventory; 
• Arranges meetings; 
• Maintains appointment schedules/diaries for Technical Director and Co-ordinator; 
• Perform any other related duties which may be assigned from time to time. 

Required Knowledge, Skills and Competencies 

Core: 

• Good interpersonal skills 
• Good oral and written communication skills 
• Excellent customer and quality focus skills 
• Good problem solving and decision making skills 
• Good teamwork and co-operation skills 
• Good planning and organizing skills 
• Strong integrity 
• Methodical 
• Compliance 

Technical: 

• Excellent research skills 
• Good secretarial skills 
• Good working knowledge of Records Management 
• Proficiency in the use of relevant software applications 
• Proficiency in typewriting at a speed of 50-55 w.p.m. 
• Proficiency in speedwriting/shorthand at 100 or more words per minute.
• 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 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. 

Special Conditions Associated with The Job 

• May be required to work beyond normal working hours. 

Please note that only shortlisted applicants will be contacted.