Senior Secretary (OPS/SS 3)

Organisation
Ministry of Agriculture and Fisheries
Reference
VAC-54706
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
$1,711,060 – $2,301,186 per annum
Date Posted
14/11/2024
Expiry Date
02/12/2024
Under the supervision of the Senior Technical Co-ordinator, the Senior Secretary is responsible for providing administrative/secretarial services to facilitate the efficient operation of the Division.

 

Key Responsibilities

Management/Administrative: 

  • Manages all incoming and outgoing correspondence to the Unit; 
  • Takes dictation and reproduces letters, memoranda, cabinet notes/submissions, certificates, gazette notices and reports from draft; 
  • Attends meetings to record Minutes and reproduces same for circulation;
  • Responds to routine and other correspondence; 
  • 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; 
  • Conducts research, and gleans, collates and provides documents/information to relevant persons; 
  • Provides support for the planning of events under the purview of the Unit;
  • Institutes and manages follow-up mechanisms to ensure follow-through on action items and efficiency of the Unit; 
  • 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, sends and manages e-mails on behalf of the Unit; 
  • Directs telephone calls and messages to relevant persons; 
  • Assembles and disseminates information to internal and external personnel, as requested;
  • Performs any other related duties, that may be assigned from time to time. 

 

Required Knowledge, Skills and Competencies

Core: 

  • Good interpersonal skills; 
  • Good oral and written communication skills; 
  • Excellent customer quality focus skills; 
  • Good problem-solving and conflict management skills; 
  • Excellent planning and organizing skills; 
  • Excellent teamwork and co-operation skills. 

Technical: 

  • Proficient in relevant Software Applications; 
  • Sound knowledge of web-based research techniques; 
  • Knowledge of the operations of Government/Ministry’s policies and procedures. 

 

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 four to five (4-5) years’ general office experience. 

OR 

  • Graduated 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 four to five (4-5) years’ general office experience. 

OR 

  • Successful completion of the Certified Professional Secretary course; proficient 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 four to five (4-5) 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.

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