Executive Secretary 1 (OPS/SS 4)

Key Responsibilities

• Composes and reproduces letters, memoranda and reports from draft; 
• Attends meetings to record Minutes and reproduces same for circulation;
• Receives, opens, sorts and distributes incoming and outgoing mail; 
• 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 faxes 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; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Proficient in relevant Software Applications; 
• Sound knowledge of web-based research techniques; 
• Knowledge of the operations of Government/Ministry’s policies and procedures;
• Good interpersonal skills; 
• Good oral and written communication skills; 
• Excellent customer relations skills; 
• Good problem solving and conflict management 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 five (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 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 five (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 software applications and five (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.