Secretary 2 (OPS/SS2)

KEY OUTPUTS:

• Calendar with scheduled appointments. 
• Events meetings planned and coordinated. 
• Typed and printed documents where relevant. 
• Comprehensive filing system for electronic and manual records. 
• Travel requisition forms and support documents. 
• Manage hard and electronic communications to the Administration Unit.
• Manage action items and follow-up assigned by or to the Administration Unit. 

KEY RESPONSIBILITIES:

• Reads and analyses incoming correspondence, submissions and reports in order to determine their significance and distribution. 
• Answers and screen telephone calls. 
• Maintains schedules of routine, and special appointments and advise the Director on matters requiring prompt attention. 
• Respond to requests and inquiries. 
• Prepares reports, memos, letters, and other documents, using word processing, spreadsheet, database, and /or presentation software. 
• Assists in the organization of events and activities by scheduling rooms and issuing information. 
• Maintains and monitors the schedule of meeting events for the unit. 
• Makes travel and accommodation arrangements for staff as required. 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Administration Unit and the other divisions/units. 
• Research and analyse data and prepare draft reports on administrative matters or other informational materials required. 
• Recording, transcribing, and distributing meeting minutes accordingly.
• Ensures the safe custody of vehicles after working hours. 
• Notifies the relevant stakeholders where accidents occur. 
• Any other related duties as assigned by the Director of Administration. 

KEY COMPETENCIES:

• Sound knowledge of government's asset management policies; 
• Working knowledge of Finance Administration and Audit Act (FAA Act);
• Working knowledge of GOJ Procurement Policies and guidelines;
• Sound knowledge of office/stores/inventory management
• Sound knowledge of supplies and inventory analysis
• Excellent report writing skills Ability to plan and coordinate corporate events/functions
• Ability to negotiate with suppliers of goods and services; 
• Well-developed critical thinking, analytical and problem-solving skills;
• Computer Literacy - especially Microsoft Excel, Word, PowerPoint. 

QUALIFICATIONS & EXPERIENCE REQUIREMENTS:

• 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. 

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. 

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 plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Please note that only shortlisted applicants will be contacted.