Senior Secretary (OPS/SS 3)

Key Responsibilities

Management/Administrative: 

• Maintains office schedules and appointments; 
• Processes incoming calls, visitors and correspondence; 
• Prepares routine and official documents; 
• Performs arrangements for meetings; 
• Prepares Minutes; 
• Maintains filing system; 
• Maintains office inventories; 
• Develops Individual Work Plan. 

Professional/Technical: 

• Performs stenographic duties for the production of letters, memoranda, Minutes and other official documents; 
• Receives telephone calls and visitors, makes appointments and confirms meetings;
• Monitors all inquiries directed to the office and provides where possible necessary, advice or information required by clients; 
• Maintains schedule of all appointments and official engagements of the Manager and issues reminders to ensure fulfilment; 
• Assists in the maintenance of effective client relations, by determining the nature of enquiries from visitors and callers; 
• Acts as a Liaison between the Permanent Secretary and other staff to disseminate information and instructions, as needed; 
• Orders and maintains inventory on stationery used in the Division; 
• Provides necessary logistic support in arranging meetings by arranging venues, informing attendees and other related activities;
• Establishes and maintains a records management system/procedure for the Division;
• Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division; 
• Prepares draft responses, letters, memoranda, reports and notes of meetings;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Excellent organizational skills; 
• Excellent oral and written communication skills; 
• Team-oriented with excellent interpersonal skills; 
• Highly confidentiality; 
• Excellent administrative and secretarial skills; 
• Proficiency in word processing and standard computer applications. 

Minimum Required Qualification and Experience

• CXC or GCE O’ Levels 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 50-55 words per minute, and shorthand at a speed of 100-120 words per minute, plus 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 spreadsheet; English Language at CXC or GCE O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND), plus 4-5 years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 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 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.