Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• Takes dictation and reproduces letters, memoranda and reports from draft; 
• Attends meetings to record Minutes and reproduce 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; 
• Makes photocopies and fax documents; 
• Maintains diary and schedules appointments and meetings; 
• Received and screens visitors and ensures that they are directed to the relevant officers or office; 
• Access and send e-mail via internet; 
• Directs telephone calls and messages; 
• 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 oral and written communication skills 
• Excellent planning and organizing skills 
• Good time management skills 
• Good interpersonal skills 
• Methodical 
• Strong customer and quality focus skills 
• Good Problem solving and decision-making skills 
• Integrity 
• Social Skills 

Functional/Technical: 

• Knowledge of the operations of Government/ Ministry’s policies and procedures 
• Excellent knowledge of office practice and procedures 
• Sound knowledge of web-based research techniques 
• Proficiency in the relevant software applications 

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 spreadsheets; 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. 

Special Condition Associated with the Job

• May be required to work beyond normal working hours for the completion of priority projects. 

Please note that only shortlisted applicants will be contacted.