Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• Stamps and logs all correspondence received in the Department; 
• Logs and dispatches all correspondence leaving the Department; 
• Screens visitors and telephone calls for the Department; 
• Co-ordinates activities for meetings, transcribes and prepares Minutes of Meetings; 
• Receives and passes on correspondence to relevant persons; 
• Prepares memoranda, letters and other correspondence and transmits to the relevant officers as soon as they are available; 
• Arranges meetings for the Deputy Government Trustee; 
• Maintains the Deputy Government Trustee’s Diary; 
• Liaises with Heads of Section and personnel to facilitate administrative support; 
• Assists in compiling and reviewing monthly and annual Reports; 
• Researches and provides information to Deputy Government Trustee in the preparation of reports; 
• Follows-up on directives given and request made by the Deputy Government Trustee; 
• Establishes and maintains an appropriate filing system of the recording and easy retrieval of information; 
• Ensures the Deputy Government Trustee’s Office is furnished with stationery; 
• Manages urgent correspondence, faxes and emails in the absence of a Head of Unit; 
• Performs any other related functions assigned from time to time by the Deputy Government Trustee. 

Required Knowledge/Skills/Competencies

• Excellent interpersonal and team skills 
• Excellent oral and written communication skills 
• Excellent time management and organizing skills 
• Strong knowledge of human resource practices, policies and procedures 
• Working knowledge of relevant computer systems and application 
• Ability to use initiative 

Minimum Required Qualification and Experience

• 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 and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years’ general office experience; 

OR 

• Graduated 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 spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four to five (4-5) years’ general office experience;

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 and four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Please note that only shortlisted applicants will be contacted.