Secretary, REDTRAC (OPS/SS 2)

 STRATEGIC OBJECTIVES

• To provide secretarial support to contribute to the smooth operations of the Administrative Manager’s Office; 
• To provide excellent customer service in accordance with the stipulated guidelines;
• To provide support to the operations of REDTRAC in the achievement of the strategic objectives. 

KEY OUTPUTS

• Correspondence typed; 
• Incoming and outgoing correspondence recorded; 
• Filing system maintained; 
• Response provided to queries; 
• Visitors screened and directed; 
• Calls answered and routed; 
• Typed material proofread; 
• Administrative manager’s diary maintained; 
• Correspondence dispatched;

PERFORMANCE INDICATORS

• Correspondence accurately typed within the agreed timeframe; 
• Filing system maintained in accordance with the stipulated guidelines;  
• Visitors screened and directed in keeping with the stipulated guidelines;  
• Calls answered and routed in a timely manner; 
• Accurate response provided to queries in within the agreed timeframe; 
• Correspondence dispatched within the agreed timeframe; 
• Typed material accurately proofread within the agreed timeframe; 
• Administrative manager’s diary maintained within the agreed timeframe 
• Commitment documents prepared with respect to taxi allowance as stipulated
• Overtime allowances forms prepared for submission within agreed time frame 

 JOB DUTIES & RESPONSIBILITIES

To provide secretarial support to contribute to the smooth operations of the Administrative Manager’s Office: 

• Types letters, correspondence, reports and all related documents for the Administrative Manager; 
• Proofreads typed material for errors and submits for review; 
• Keeps a record of appointments scheduled for the Administrative Manager in a diary and reminds Supervisor of same; 
• Prepares acknowledgement letter for routine correspondence;  
• Researches for information required for replies to correspondence and meetings;
• Updates leave cards for staff; 
• Classifies and files documents; 
• Records incoming and outgoing correspondence; 
• Emails documents as requested; 
• Dispatches correspondence to relevant officers; 
• Assists with the preparation of functions, seminars, and graduation; 
• Assists with the preparation of name tags, desk tags, door tags and folders for courses;
• Circulates circular, interoffice memo and other documents from the Ministry of Finance and Planning and the Ministry of National Security to members of staff; 
• Collects overseas currencies from Academic unit for submission to the Exchange Traders;
• Prepares scheduled for social activities with respect to the Participants on course;
• Prepares rooming schedule for Participants; 

To provide excellent customer service in accordance with the stipulated guidelines: 

• Submits routine queries to the Administrative manager 
• Welcomes guest and Participants 
•  Provides information to Guest and Participants on work related matters and to relevant officers

To provide support to the operations of REDTRAC in the achievement of the strategic objectives: 

• Liaises with Students Affairs Director for the names of participants; 
• Liaises with Office Manager for stationery needed for the preparation of course
• Assists with the preparation of folders ,name tags and door tags for upcoming courses
• Assists with the preparation of the Participants key book and distribution of keys to participants  

Other Responsibilities: 

• Performs other related functions assigned. 

QUALIFICATIONS & EXPERIENCE

• Four (4) CXC or GCE ‘O’ Level subjects including English Language with proficiency in typewriting at a speed of 40-45 words per minute

OR 

• Successful completion of the prescribed Administrative Management course at the Management Institute for National Development (MIND); 
• At least 2 years’ experience within the secretarial field. 

SPECIFIC KNOWLEDGE & SKILLS

• Organizational awareness – general knowledge of the role and functions of the Ministry
• Confidential  
• Knowledge of modern office processes and procedures; 
• Knowledge of Computer Applications; 
• Knowledgeable on filing System 
• Ability to work on own initiative; 
• Good oral and written communication skills; 
• Good customer service skills; 
• Knowledge of telephone techniques. 

Competencies: 

• Customer & Quality Focus
• Interpersonal Skills
• Team work & Co-operation
• Oral and Written Communication
• Planning & Organizing
• Analytical Thinking, Problem Solving & Decision Making
• Job Knowledge
• Use of Technology
• Goals /Results Oriented
• Compliance

SPECIAL CONDITIONS OF THE JOB

• Critical deadlines for completion of tasks; 
• May be required to work beyond the normal working hours; 
• Typical working condition. 
• May be required to work on weekends 
• Office is distance from main gate