Senior Secretary (OPS/SS 3)

Key Responsibilities

Management/Administrative: 

• Manages all incoming and outgoing correspondence to the Unit; 
• Takes dictation and reproduces letters, memoranda, cabinet notes/submissions, certificates, gazette notices and reports from draft; 
• Attends meetings to record Minutes and reproduces same for circulation;
• Responds to routine and other correspondence; 
• Files correspondence and other materials and maintains a record of the movement of files;
• Establishes and maintains a system for the control of confidential files; 
• Conducts research, and gleans, collates and provides documents/information to relevant persons; 
• Provides support for the planning of events under the purview of the Unit;
• Institutes and manages follow-up mechanisms to ensure follow-through on action items and efficiency of the Unit; 
• Makes photocopies and faxes documents; 
• Maintains diary and schedules appointments and meetings; 
• Receives and screens visitors and ensures that they are directed to the relevant officers or office; 
• Accesses, sends and manages e-mails on behalf of the Unit; 
• Directs telephone calls and messages to relevant persons; 
• Assembles and disseminates information to internal and external personnel, as requested;
• Performs any other related duties, that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good interpersonal skills; 
• Good oral and written communication skills; 
• Excellent customer quality focus skills; 
• Good problem-solving and conflict management skills; 
• Excellent planning and organizing skills; 
• Excellent teamwork and co-operation skills. 

Technical: 

• Proficient in relevant Software Applications; 
• Sound knowledge of web-based research techniques; 
• Knowledge of the operations of Government/Ministry’s policies and procedures. 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’Level 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 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 

• 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 spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four to five (4-5) years’ general office experience. 

OR 

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