Senior Secretary (OPS/SS 3)

KEY OUTPUTS

• Incoming and outgoing correspondence recorded and delivered
• Letters, memoranda, cabinet notes/submissions, certificates, gazette notices, and reports produced 
• Minutes produced 
• Appointments scheduled and diary maintained 
• Meetings scheduled 
• Filing System maintained 
• Documents faxed 
• Documents photocopied 
• Telephone calls answered and messages delivered 
• Visitors received and directed 
• E-mails downloaded and forwarded 

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Takes dictation and reproduces letters, memoranda, cabinet notes/submissions, certificates, gazette notices, 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
• Faxes/photocopies 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 and sends e-mail via internet 
• Directs telephone calls and messages 
• Assembles and disseminates information to internal and external personnel as requested

OTHER RESPONSIBILITY 

• Performs any other related duties, which may be assigned.

PERFORMANCE STANDARDS

• Letters, memoranda, cabinet notes/submissions, certificates, gazette notices and reports produced accurately and within agreed time frame
• Incoming and outgoing correspondence recorded accurately and distributed promptly 
• Minutes produced accurately and in the agreed standard
• Effective maintenance of filing system and record management
• Confidentiality and integrity exercised at all times 
• Documents photocopied and faxed as required 
• Appointments scheduled and diary maintained accurately as established 
• Telephone answered promptly and politely 
• Visitors received courteously 
• E-mail downloaded and forwarded as established 

REQUIRED COMPETENCIES

Core 

• Good interpersonal skills 
• Good oral communication skills 
• Good written communication skills 
• Good planning and organizing skills 
• Good teamwork and cooperation skills 
• Excellent customer and quality focus skills 
• Good problem-solving and decision-making skills 
• Good conflict-management skills 

Technical 

• Proficiency in shorthand at a speed of 100-120 w.p.m.
• Proficiency in typewriting at a speed of 50-55 w.p.m. 
• Proficient in relevant Software Applications 
• Sound knowledge of web-based research techniques
• Knowledge of the operations of Government / Knowledge of the Ministry’s policies and procedures 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• CXC/GCE O’ Level subjects including English Language;
• Successful completion of the prescribed Secretarial Course 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 
• 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/GCE O’ Level 
• Successful completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND);
• 4-5 years’ general office experience. 

OR 

• Successful completion of the Certified Professional Secretary Course;
• Proficiency 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/GCE ‘O’ level 
• Training in the use of a variety of software applications e.g. word processing, database, and spreadsheet. 
• Successful completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND);
• 4-5 years general office experience 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Nil 

AUTHORITY

• Nil

Please note that we thank all for responding, but only short-listed applicants will be contacted.