Secretary 2 (OPS/SS 2) - St. Thomas Local Office

Job Purpose

To provide secretarial services, maintain a record of all files and documents, maintain a follow-up system, make appointments, draft memoranda in relation to administrative matters from time to time, receive visitors, make arrangements for meetings, prepare replies to routine correspondence and obtain and collate information as required. 

Key Responsibilities

• Types letters, memoranda, circulars and submit same to the appropriate officer as required;
• Provides information for internal and external customers as required; 
• Makes copies of letters, memoranda, circulars and other documents as required;
• Dispatches letters and relevant documents to staff members and public entities as required;
• Answers the telephone and relays information to the relevant officers; 
• Liaises with relevant officers to ascertain the particulars of salary and allowances of staff members as required; 
• Requests files and returns same to the main documentation centre; 
• Performs any other related duties that may be assigned. 

Required Knowledge, Skills and Competencies

• Good oral and written communication skills 
• Good typing skills 
• Good interpersonal skills 
• Proficient in the use of relevant computer application 
• Good knowledge of Government Policies and the Ministry’s function 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100- 120 words per minute, plus three (3) years general office experience; 

OR 

• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100- 120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spreadsheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus three (3) years general office experience; 

OR 

• Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100- 120 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and three (3) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Please note that only shortlisted applicants will be contacted.