Executive Secretary 1 (OPS/SS 4)

Key Responsibilities

Technical/Professional: 

• Receives, opens, sorts and distributes incoming correspondence and materials;
• Maintains an electronic date retention and tracking system; 
• Develops and maintains a filing system that facilitates easy access, retrieval and security of files; 
• Reviews and checks correspondence and reports prepared for the Senior Director’s signature, to ensure that all pertinent matters have been investigated; 
• Prepares interim replies to correspondence of a routine nature and composes for signature, replies to public complaints or other matters that have no impact on policy decision;
• Prepares for the Senior Director’s signature, letters of appointments and appreciation;
• Types Cabinet Submissions, Speeches and Budget presentation; 
• Takes dictation and transcribes Minutes of meetings and distributes to the relevant officers;
• Prepares weekly itinerary and maintains an appointment diary/calendar to facilitate smooth and effective communication between the Senior Director and internal/external customer;
• Co-ordinates arrangements and preparation for meetings chaired by the Senior Director;
• Monitors telephone calls, appointments and visitors to the office; 
• Seals and dispatches Secret and Classified correspondence; 
• Follows-up on files and correspondence leaving the office; 
• Provides prompt, efficient and effective delivery of support services; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communications skills 
• Good interpersonal skills and customer relations skills 
• Excellent planning and organizing skills 
• Excellent integrity/ethics exercised in the performance of duties 

Functional: 

• Proficiency in the relevant computer skills 
• Excellent shorthand and typing/writing skills 
• Good knowledge of filing systems and methods 
• Excellent knowledge of protocol for meetings 

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.