Senior Secretary (OPS/SS3)

Key Responsibilities

Professional/Technical: 

• Performs general administrative duties such as word processing, answering telephones, faxing and retrieving correspondences 
• Provides support for meetings by; 
• Making arrangements for venue/meeting room, meeting resources and refreshments 
• Recording and transcribing minutes 
• Drafting agenda and reports for meetings 
• Preparing and compiling documents for review/circulation 
• Ensuring the circulation of minutes prior to meetings  
• Monitors the schedule for secretarial support and devotion for staff meetings  
• Develops and monitors calendar and diary for meetings, assignments and events; 
• Organizes and maintains an effective filing system that allows security and speedy retrieval of documents/information; 
• Maintains an appropriate system to control and safeguard confidential documents, files and reports  
• Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests; 
• Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority  
• Schedules appointments, meetings and events 
• Maintains the diary of appointments and timelines for the Director HRM & Administration 
• Processes reports, letters and other documents for dispatch 
• Ensures that urgent matters are re-routed for immediate attention in the absence of the Director; 
• Assists with the preparation of Human Resource/staff welfare activities and events 
• Assists with maintaining validity of vehicle particulars; 
• Photocopies and collates documents as required;  
• Prepares and maintains adequate supply of official forms/documents in the HRM Branch;  
• Provides administrative support for Human Resource Committee meetings; 
• Provides relief support for the switchboard; 
• Provides Administrative support in the Executive Office in the absence of Executive Secretary; 
• Maintains a relief telephone operator register/schedule for the switchboard 
• Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;  
• Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.  
• Prepares report as scheduled and/or directed 
• Performs any other related duties assigned from time to time 

Required Skills, Knowledge and Competencies

• Good oral and written communication
• Teamwork & Cooperation
• Customer and Quality Focus
• Good Planning & Organising skills
• Good Administrative Management skills
• Good knowledge of office protocol, practices and procedures
• Sound knowledge of the management of electronic and paper records
• Sound knowledge of web-based research techniques
• Proficient in the use of relevant computer systems and applications
• Ability to record and transcribe meeting minutes
• Ability to create, compose and edit written materials

Minimum Required Qualification and Experience

• Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level or 
• Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience 
• Training in the use of the relevant software applications  

We appreciate all responses, however only shortlisted candidates will be contacted