Senior Secretary

Key Responsibilities:

• Typing and preparing correspondence, reports and other documents
• Accurately reproducing manuscripts and briefs prepared by the Manager/Building Officers 
• Taking dictation and reproducing notes into a final product 
• Establishing and maintaining an effective records information and management system that allows for security, easy access and retrieval of information/documents
• Processing incoming and outgoing correspondence and ensuring that all matters are routed to the Manager or other relevant persons for attention 
• Establishing and maintaining effective liaisons with the Manager and other personnel internally and externally in order to facilitate the smooth flow of communication
• Arranging meetings on behalf of the Manager 
• Attending meetings and preparing minutes 
• Receives and makes telephone calls for and on behalf of the Manager
• Assists in the preparation of Standard (e.g. monthly) Reports 
• Scheduling routine and special appointments for the Manager 
• Monitoring stationery and other miscellaneous items used in the Branch
• Tracking of all recurrent bills/invoices 

Other Responsibilities: 

• Liaise with contracted suppliers for information and followup 
• Organize meetings 
• Coordinates Operations Manager’s calendar 
• Under the direction of the Operations Manager take minutes at various meetings
• Assist with creating monthly and adhoc reports 
• Follow up with Administrators, Asset Management and Inventory Officer, Senior Administrator and Building Officers 
• Assist with contract administration for Agency and Government House projects
• Maintains contact with Government House stakeholders 
• Creates and properly file all incoming documents 
• Records all incoming and outgoing documentation 
• Maintains supplies to Operations Manager’s Office 
• Liaises with procurement unit to assist in coordinating activities

Required Competencies/Skills:

The post-holder should be able to demonstrate: 

• High level of confidentiality 
• Excellent interpersonal skills 
• Excellent oral and written communication skills 
• Sound time management skills
• Sound work ethics 
• Ability to work on own initiative and under pressure 
• Typing/word processing speed of at least 50 words per minute 
• Excellent shorthand/note making skills 
• Excellent computer skills i.e. proficiency in the use of MS Office applications including MS Word and MS Excel 

Minimum Required Qualifications and Experience

• A certificate in Administrative Management – Level 2 
• Four (4) CXC/GCE O’Level subjects including English Language
• Graduate of a recognized Secretarial Institution 
• Three (3) years related working experience

We appreciate all responses but only short-listed applicants will be contacted.