Senior Secretary (OPS/SS 3)

Key Responsibilities

Management/Administrative: 

• Prepares correspondence, Minutes, reports and other documents, using the appropriate  computer application; 
• Receives, opens, sorts, records and distributes incoming mail; 
• Records Minutes of meetings; 
• Records and dispatches outgoing correspondence; 
• Answers the telephones, relays messages, screens requests for information and refers  non-routine calls to the appropriate members of staff; 
• Schedules appointments and maintains Director’s electronic diary/calendar;
• Sends and receives fax messages to/from Ministries, Agencies, Departments and other  external entities; 
• Maintains the Division’s filing system, and monitors/manages confidential files for proper  security and maintenance; 
• Requests relevant files, as required; 
• Researches, compiles and provides information from files and records;
• Maintains stationery supplies for the Division; 
• Screens and directs visitors to relevant officer; 
• Arranges meetings, meeting logistics and prepares documents for meetings, as required;
• Dispatches Cabinet Submissions and Notes to the Cabinet Office; 
• Photocopies documents, as required; 
• Prepares monthly attendance reports and updates Leave of Absence records;
• Makes official overseas travel arrangements for Director; 
• Deputizes for other secretaries in their absence; 
• Contributes and maintains a system that fosters a culture of teamwork within the Division;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Good leadership and management skills; 
• Excellent planning and organizing skills; 
• Good time management skills; 
• Good interpersonal skills; 
• Customer and quality focus; 
• Methodical; 
• Managing the client interface; 
• Goal/results oriented; 
• Teamwork and co-operation; 
• Strategic vision; 
• Good problem-solving and decision-making skills; 
• High level of confidentiality. 

Technical: 

• Knowledge of the operations of Government/Ministry’s policies and procedures;
• Sound knowledge of web-based research techniques; 
• Proficient in in the use of relevant computer Applications; 
• Sound knowledge of secretarial practices and procedures 
• Good telephone techniques. 

Minimum Required Qualification and Experience

• CXC or GCE O’ Levels 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  50-55 words per minute, and shorthand at a speed of 100-120 words per minute, plus 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 spreadsheet; English Language at CXC or GCE O’ Level; completion of the  appropriate Office Professional Training Course at the Management Institute for National  Development (MIND), plus4-5 years general office experience; 

OR 

• Successful completion of the Certified Professional Secretary course; proficient in  typewriting at a speed of 50-55 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 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.