Senior Secretary (OPS/SS 3)

To provide efficient and effective administrative support services to the Unit so as to ensure the efficiency and effectiveness of the Unit and its staff.

Key Responsibilities

• Types and prepares correspondence, reports and documents for the Director, Corporate Planning and Performance Monitoring;
• Takes dictation and Minutes of meetings and transcribes;
• Prepares agendas for meetings and organizes relevant information and documents;
• Actions routine correspondence in accordance with guidelines given;
• Ensures that all documents leaving the desk of the Director, Corporate Planning and Performance Monitoring are adequately prepared and dispatched;
• Maintains diary of meetings/appointments for the Director, Corporate Planning and Performance Monitoring;
• Receives and processes incoming mails;
• Establishes and maintains a filing and record keeping system to facilitate easy access;
• Receives and makes telephone calls for the Director, Corporate Planning and Performance Monitoring;
• Telefaxes and makes photocopies of documents as necessary;
• Performs other related duties and responsibilities as may be determined from time to time.

Required Knowledge, Skills, and Competencies

Core:

• Excellent planning and organizing skills
• Good teamwork and co-operation
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Excellent customer service skills
• Good time management skills

Technical:

• Proficiency in Microsoft Office
• Ability to maintain calendars and schedule appointments
• Excellent knowledge of Office Practices and Procedures
• Working knowledge of Government Operations and Protocol
• Proficiency in typing/ shorthand/speedwriting
• Excellent records management skills
• Consistently approaches work with energy and a positive constructive attitude
• Able to work under pressure and meet deadlines

Minimum Required Qualification and Experience

• Four (4) or more CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), 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

• Graduation 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 spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate

Secretarial Seminar at Management Institute for National Development (MIND) plus four to five (4-5) years general office experience.

OR

• Successful completion of the Certified Professional Secretary course; 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 computer software applications and four to five (4-5) years general office experience plus the appropriate Secretarial Seminar at Management Institute for National Development (MIND).

Please note that only shortlisted applicants will be contacted.