Senior Secretary (OPS/SS 3)

Key Responsibilities

• Types and prepares correspondence, reports and documents for the Senior Director, Policy Analysis, Research and Development and members of the Branch;
• Proofreads documents for accuracy, completeness, and conformity with established formats; 
• Arranges meetings, workshops and conferences involving local and international stakeholders; 
• Takes dictation and Minutes of meetings and transcribes; 
• Prepares agendas for meetings and organizes relevant information and documents;
• Actions routine correspondence, in accordance with stipulated guidelines;
• Ensures that all documents/correspondence leaving the Branch are adequately prepared for dispatch; 
• Maintains diary of meetings/appointments for the Director, Planning, Research and Evaluation; 
• Receives and processes incoming mails; 
• Establishes and maintains a filing and record keeping system, to facilitate easy retrieval of files; 
• Receives and makes telephone calls for the Senior Director; 
• Researches and collates data for the Senior Director; 
• Updates manual and electronic records and database; 
• Interfaces with internal/external customers, seeking audience with the Senior Director and deals with matters with given authority; 
• Assists in the preparation and collection of standard, monthly and quarterly reports;
• Gives general support and manages the routine functions of the Senior Director, to facilitate the availability and easy flow of information. 
• Performs other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication 
• Good customer and quality focus 
• Team work and co-operation 
• Good interpersonal skills 
• Compliance 
• Integrity 
• Initiative 
• Good problem solving and decision making 
• Good planning and organizing 

Technical/Functional: 

• Use of technology (relevant computer applications) 
• Sound knowledge of Office Practices and Procedures 
• Very good typing skills 
• Excellent records and information management skills;
• Ability to record and transcribe minutes; 
• Ability to maintain calendars and schedule appointments; 
• Ability to create, compose and edit written materials; 
• Ability to work under pressure and meet deadlines; 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), 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 

• Graduation 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 (MIND) plus four to five (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 or GCE “O” Level; training in the use of a variety of computer 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 (MIND). 

Special Conditions Associated with the Job

• May be required to work beyond normal working hours; 
• Prolonged use of computer. 

Please note that only shortlisted applicants will be contacted.