Secretary (OPS/SS 2)

Key Responsibilities

• Books tours on behalf of the Institute stating charge for visits, names of current exhibitions and the various locations 
• Secures estimates from suppliers regarding various project undertaken by the department
• Records and collates extra time worked by departmental staff on outreach activities
• Prepares requisitions for office supplies for the department 
• Records requisitions and submits to accounts department for payment. 
• Answers the telephone; screens incoming calls and takes messages for the Director.
• Receives and records correspondence for the department and where appropriate prepares response for the Director 
• Arranges meetings dates and circulates notices 
• Places calls on behalf of the Director 
• Collates and types edited reports such as: Bi-monthly, Quarterly and Annual Reports.
• Maintains diary/appointments for meetings external/internal and prepares relevant files/material for use
• Opens, sorts and dispatches the delivery of letters, invitations, invoices and cheques
• Prepares memoranda and letters 
• Takes minutes of meetings, transcribes same and presents to the Director and other relevant parties.
• Dispatches minutes and relevant agenda for all meetings 
• Organizes and maintains a proper filing system for the department: 

Minimum Qualification/Experience

• Diploma in Business Administration plus 
• Four (4) subjects at the CXC or GCE ‘O’ Level including English Language and Mathematics or Accounts. 
• Two (2) years’ related experience