Senior Secretary (OPS/SS 3)

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Take shorthand dictation and reproduce confidential and other correspondence; 
• Typing all necessary correspondence for dispatch; 
• Recording all mail received and issued; 
• Arranging for the printing, photocopying, binding, dispatch etc of documents produced by the Principal Director, 
• Helping design and maintain an effective filing system; 
• Dealing with urgent correspondence, faxes and emails 
• Being fully appraised as to the operations of the Branch; 
• Advising callers with whom to communicate in the Branch regarding specific issues; 
• Advising callers of the whereabouts of those with whom they wish to meet or speak and offering to take messages in their absence; 
• Directing queries to the appropriate officer/s 
• Maintaining the diary of the Director, HR Policy & Information Branch
• Keeping track of the movements of all staff; 
• Where the need arises, arrange meetings etc, including the location, agenda and relevant documents
• Taking minutes at meetings where directed to do so and circulating them as required. 

Other Responsibilities 

• Performs other related duties and responsibilities that may be assigned from time to time 

REQUIRED COMPETENCIES:

• Job Attitude - Demonstrate a positive job attitude 
• Communication - Possess excellent written and oral communication skills
• Initiative & Judgment - Ability to exercise initiative and sound judgment
• Integrity/Ethics - Possess good integrity and ethical standards
• Customer Relations - Maintain good internal and external customer relations 
• Official Conduct - Demonstrate proper official conduct 
• Interpersonal Skills - Possess excellent interpersonal skills
• Quality of Output - Deliver output of a consistently high quality
• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities 
• Maintains knowledge of the Branch’s operations, working knowledge of the policies, procedures practices and protocols so as to be able to respond appropriately to enquiries, requests or issues; 

QUALIFICATION & EXPERIENCE:

• Four (4) CXC including English and Mathematics, 
• Professional Secretarial Certification or Administrative Management Level 2
• At least three (3) years’ experience in a similar position. 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.