Secretary (OPS/SS 2)

Key Responsibilities

Management/Administrative 

• Types reports, letters, memoranda and other documents as directed; 
• Records and dispatches incoming and outgoing correspondence; 
• Organizes relevant information and documents for interviews; 
• Ensures that all outgoing documents are adequately prepared for dispatch;
• Types letters, reports, minutes, memoranda and miscellaneous documents;
• Maintains and updates filing system; 
• Receives, screens and dispatches all phone calls; 
• Maintains Travel Registry; 
• Updates appointment diary; 
• Dispatches monthly attendance reports; 
• Processes routine correspondence; 
• Photocopies documents; 
• Maintains stationery supplies; 
• Monitors Telephone Operator relief schedule; 
• Maintains birthday register; 
• Prepares orientation documents; 
• Assist in new employee orientation process; 
• Coordinates holiday/intern schedule; 
• Performs other related duties assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Good interpersonal skills
• Good oral and written communication skills 
• Strong customer and quality focus skills
• Good teamwork and cooperation
• Good planning and organizing skills 
• Integrity
• Compliance 
• Good time management skills
• Good problem-solving and decision-making skills 
• Ability to managing client interface 

Technical 

• Excellent secretarial skills Proficiency in the relevant computer applications 
• Proficiency in shorthand at a speed of 80-100 w.p.m.
• Proficiency in typewriting at a speed of 40-45 w.p.m. 
• Knowledge of the operations of Government /Knowledge of the Ministry’s policies and procedures. 
• Knowledge of record-keeping, office procedures and HR/GOJ polices.
• Ability to record and transcribe minutes. 

Minimum Required Qualification and Experience 

• CXC or GCE ‘O’ Level English Language or equivalent 
• Proficiency in typewriting at a speed of 40-45 words per minute 
• Successful completion of the Certificate in Administrative Management Level 1 or 2 or the Secretarial Qualifying Examinations at the Management Institute for National Development (MIND). 

OR 

• CXC or GCE ‘O’ Level English Language 
• Proficiency in typewriting at a speed of 40-45 words per minute 
• Training in word processing and spreadsheet applications. 
• Graduated from an accredited Secretarial School 
• At least two (2) years’ experience in the field. 
• Shorthand at 80-100 words per minute would be an asset. 

Special Condition Associated with the Job

• May be required to work beyond normal working hours. 
• Prolonged use of computer. 

Please note that only shortlisted applicants will be contacted.