Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• Arranges appointments and meetings for the Senior Director; 
• Maintains Appointment Diary by scheduling appointments and cancelling;
• Opens, sorts, dates and directs incoming correspondence; 
• Records all incoming and outgoing correspondence and files in correspondence and file registers; 
• Maintains a proper Third Copy Filing System; 
• Composes and type routine letters; 
• Operates facsimile and printer; 
• Receives and directs telephone calls and visitors to appropriate officers;
• Records and prepares Minutes of meetings; 
• Orders and maintains stock of stationery for the Section; 
• Maintains Attendance Register; 
• Prepares monthly Attendance Reports; 
• Arranges overnight accommodation for Travelling Officers; 
• Prepares Minute Sheet Submissions for UDC and FCJ transactions requiring the Honourable Prime Minister’s approval; 
• 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 
• Ability to use own initiative 
• Methodical 
• Good interpersonal skills 

Technical: 

• Computer skills 
• Typing skills 
• Office Practices and procedures 
• Minutes recording skills 

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.