Secretary 2 (OPS/SS 2)

Key Responsibilities

• Organizes and manages schedules and appointments;  
• Plans and co-ordinates meetings;  
• Prepares and circulates, where appropriate meeting documents; 
• Attends meetings and prepares Minutes; 
• Provides secretarial support to the Administrative Manager;  
• Prepares correspondence and documents;  
• Receives and makes telephone calls; 
• Receives and processes incoming/outgoing mails;  
• Prepares Commitment Requisitions and Payment Vouchers. Submits to the Administrative Manager for further processing;  
• Assists in maintenance of the Attendance Register and prepares reports; 
• Assists with the maintenance of the Manual and Electronic Diary, sets/confirms meetings/appointments and makes necessary arrangements and preparations for same; 
• Assists with the collation and preparation of documents for dispatch to Attendees/Board Members ahead of Board Meetings; 
• Dispatches internally generated letters/documents/cheques via e-mail, courier, fax or regular mail; 
• Maintains Filing Systems for the Unit, inclusive of proper archiving of historic documents.
• Performs any other related duties deemed necessary for the effective operation of the office. 

Required Knowledge, Skills, and Competencies

Core: 

• Excellent oral and written communication skills 
• Good interpersonal skills 
• Good planning and organizing skills 
• Excellent Customer Service Skills 
• Good analytical and judgment skills  

Technical:  

• Sound knowledge of computer applications – Microsoft Word, Excel, Powerpoint, Publisher and Access 
• Office Practices and Procedures 
• Typing 
• Shorthand/Speedwriting 

Minimum Required Education 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.