Senior Secretary (OPS/SS 3)

Key Responsibilities:

To ensure that all requests for information/reports/documents are produced and disseminated to various clients within the time and quality specified; 

• Take shorthand dictation and reproduce confidential and other correspondence; 
• Typing all necessary correspondence for dispatch; 
• Composing letters, memos, comments based on general instructions;
• Recording all incoming and outgoing correspondence accurately, bring these to the attention of the DFS and doing all the follow up work necessary 
• Helping in designing and maintaining an effective filing system
• Dealing with urgent correspondence, faxes and emails in the absence of a Unit official. 
• Helping design and maintain an effective filing system; 
• Deal with urgent correspondence, faxes and emails in the absence of a Unit official; 

To ensure that clients of the Unit are politely and courteously dealt with via telephone, email or by any other means of communication. 

• Being fully appraised as to the operations of the Unit; 
• Advising callers with whom to communicate in the Unit 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;
• Replying to routine queries arriving at the Unit, and directing other queries to the appropriate official; 
• Apprising stakeholders of personnel changes within the Unit; 

To ensure that the physical resources of the Unit managed and maintained. 

• Assist in managing the Unit?s physical resources, such as printers, computers, phones etc and arranging for the prompt repair or replacement of faulty equipment;

Required Competencies

• Knowledge of relevant computer applications 
• Competent in Microsoft Word, Excel, Power Point, and database management 
• Sound knowledge of research and statistical management tools
• Ability to analyse and interpret statistical 
• Ability to analyse trends and make projections 
• Initiative - Ability to exercise initiative and sound judgment
• Interpersonal Skills - Possess excellent interpersonal skills
• Quality of Output - Deliver output of a consistently high quality
• Teamwork - Be a team player 
• Compliance - Be compliant with policies and procedures 
• Communication - Possess good written and oral interpersonal skills
• Job Knowledge – Thorough job knowledge 

QUALIFICATION/ 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.

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