Senior Secretary (OPS/SS 3)

Key Responsibilities

• Takes dictation and reproduces letters, memoranda and reports from draft;
• Attends meetings to record Minutes and reproduce same for circulation;
• Responds to routine and other correspondence; 
• Files correspondence and other materials and maintains a record of the movement of files
• Establishes and maintains a system for the control of confidential files
• Makes photocopies and faxes documents; 
• Maintains Diary and schedules appointments and meetings; 
• Received and screens visitors and ensures that they are directed to the relevant officers or Office; 
• Accesses and sends e-mail via internet; 
• Directs telephone calls and messages; 
• Assembles and disseminates information to internal and external personnel as requested. 

Required Knowledge, Skills, and Competencies

Core: 

• Good written and oral communication skills 
• Excellent planning and organizing skills 
• Good time management skills 
• Good interpersonal skills 
• Methodical 
• Good customer and quality focus skills 
• Good problem solving and conflict management skills 

Functional/Technical: 

• Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures. 
• Sound knowledge of web-based research techniques 
• Proficiency in the relevant software applications. 
• Proficiency in shorthand at a speed of 100-120 w.p.m. 
• Proficiency in typewriting at a speed of 50-55 w.p.m 

Minimum Required Qualification and Experience

• CXC/GCE O’ Level English Language; 
• Successful completion of the Certificate in Administrative Management – Level 2 at the Management Institute for National Development (MIND). 
• Proficiency in typewriting at 50-55 words per minute. 
• Shorthand 100-120 words per minute 
• 4-5 years general office experience 

OR 

• Successful completion of the Certified Professional Secretary Course
• English Language at CXC/GCE ‘O’ level 
• Successful completion of the CAM 2 course at the Management Institute for National Development (MIND) 
• 4-5 years general office experience 
• Proficiency in typewriting at 50-55 words plus shorthand 100-120 wpm
• Training in the relevant software applications e.g. Word Processing, Database and Spreadsheet 

OR 

• Graduate from an accredited school of Secretarial Studies 
• Proficiency in typewriting at 50-55 words plus shorthand 100-120 words per minute
• Training in the relevant software applications e.g. Word Processing, Database and Spreadsheet 
• 4-5 years general office experience 

Special Conditions Associated with The Job

• May be required to work beyond normal working hours 
• Sitting and using a computer for long periods. 

Please note that only shortlisted applicants will be contacted.