KEY RESPONSIBILITY AREAS
Management/Administrative Responsibilities:
- Develops Individual Work Plan in alignment with the Division’s/Branch’s operational/strategic plan.
- Prepares and submits activity/performance and other reports, as directed.
Technical/Professional responsibilities:
- Drafts official documents such as letters, memoranda, reports, and minutes.
- Assists the Director to ensure timely submission and verification of leave cards by Branch Heads.
- Compiles and organizes period of service records for processing.
- Manages telephone calls and visitor interactions, maintains a schedule of appointments, and confirms meetings.
- Responds to inquiries directed to the office, providing necessary advice or information to clients and employees, where possible.
- Coordinates the flow of incoming and outgoing documents for the office of the Director.
- Assists in maintaining effective client relations by understanding and addressing visitor and caller inquiries.
- Acts as a liaison between the Director and the Leave and Pension Officer facilitating the dissemination of information and instructions, where necessary.
- Assists in maintaining and preparing the Attendance Logs and Monthly Reports on staff attendance and punctuality in the Ministry.
- Conducts research on attendance and punctuality-related matters.
- Provides logistical support for meetings and events, including arranging venues, informing attendees, and related activities.
- Assists in maintaining and organizing files for the Section, ensuring the confidentiality of files and information are upheld.
- Conducts follow-ups to secure timely responses from internal and external entities regarding activities, ceremonies, and other events coordinated by the Director.
- Prepare draft responses and meeting notes.
Other Responsibilities
- Relief Customer Care Assistants from time to time; and
- Performs other related activities as requested.
REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES
- Excellent organizational skills.
- Excellent communication skills.
- Team-oriented with excellent interpersonal skills.
- Confidentiality
- Excellent administrative and secretarial skills
- Proficiency in word processing and standard computer applications.
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 40-45 words per minute and shorthand at a speed of 80-100 words per minute;
OR
- Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 40-45 words per minute and shorthand at a speed of 80-100 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;
OR
- Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 40-45 words per minute and shorthand at a speed of 80-100 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications plus the appropriate Office Professional Training Course at the Management Institute for National Development.
Please note that only shortlisted applicants will be contacted.
