Senior Secretary (OPS/SS 3)

Key Responsibilities

Professional/Technical:

• Performs general administrative duties such as word processing, answering telephones, faxing and retrieving and sending electronic and/or printed correspondences;
• Provides support for the Technical Services and Network Division as directed;
• Provide support for the Collection Development Branch as required;
• Provides support for the following Committees (Jamaica Library and Information Management; Network (JAMLIN), Collection Development Advisory Committee, and Staff Meetings by:
  • Makes arrangements for venue/meeting room and refreshments, projector, etc.
  • Records and transcribing Minutes;
  • Drafts agenda and reports for meetings;
  • Prepares and compiling documents for review/circulation;
  • Ensures the circulation of Minutes prior to meetings;
• Provides administrative support to the Finance and Accounts Branch as directed;
• Develops and monitors Calendar and Diary for meetings, assignments and events;
• Organizes and maintains an effective Filing System that allows security and speedy retrieval of documents/information;
• Files correspondence and other materials and maintains a record of the movement of files;
• Assembles and disseminates information to internal and external personnel as directed;
• Research files and consults officers as directed to procure information needed for replies to correspondence and other requests;
• Monitors telephone calls, records message and contacts internal/external personnel to obtain or impart information within scope of authority;
• Schedules appointments, meetings and events;
• Maintains the Diary of appointments and timelines for the Director and or Manager as directed;
• Processes reports, letters and other documents for dispatch;
• Ensures that urgent matters are re-routed for immediate attention in the absence of Manager/Director;
• Makes photocopies and collates documents as required;
• Prepares and maintains adequate supply of official forms/documents in area of responsibility;
• Provides relief support for the Switchboard;
• Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
• Keeps abreast of guidelines, policies, procedures, and legislation impacting deliverables in areas of responsibility;
• Prepares report as directed;
• Performs any other duties assigned from time to time.

Required Knowledge, Skills and Competencies

Core:

• Good oral and written communication skills
• Customer and Quality Focus
• Teamwork and co-operation

Technical:

• Administrative Management
• Data Management
• Records Management
• Information Communication Technology
• Good planning and organizing skills
• Knowledge of office protocol, practices and procedures
• Knowledge of the Organizational/Division/branch role and function
• Ability to use judgment and initiative
• Excellent time management skills
• Proficiency in Microsoft suite

Minimum Required Qualification and Experience

• Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level.

OR

• Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience;
• Training in the use of the Microsoft suite.

Special Conditions Associated with the Job

• May be required to work outside of normal working hours from time to time to include weekends.

Please note that only shortlisted applicants will be contacted.