Senior Secretary (OPS/SS 3)

Job Purpose

Reporting to the Assistant Accountant General – Banking Arrangement and Government Shareholding as well as the Director, Government Banking Relations, the Senior Secretary is responsible for providing secretarial and clerical assistance by conducting basic research, preparing reports, handling information requests, and performing functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 

Summary of the broad purpose of the position in relation to Government’s goals and strategies: 

• To conduct research, prepare reports, and fulfill information requests; 
• To perform administrative functions including scheduling of meetings and appointments;
• To co-ordinate the maintenance of stationery supplies and office equipment;
• To co-ordinate reports from the reporting units. 

Key Responsibilities

Technical: 

• Reads and analyses incoming memoranda, submissions and reports in order to determine their significance and plan their distribution; 
• Opens, sorts and distributes incoming correspondence, including email;
• Answers the telephone, screens callers, and takes and relays messages;
• Receives, greets and directs visitors; 
• Prepares responses to correspondence containing routine inquiries; 
• Arranges for the dispatch of outgoing mail; 
• Orders and manages office supplies for the office of the Assistant Accountant General Banking Arrangement and Government Shareholding as well as the Director, Government Banking Relations; 
• Responds to requests, inquiries and complaints from staff, other departments, organizations and the general public; refers persons to the relevant authorities as deemed necessary, and follows through on the resolution of issues; 
• Prepares reports, memoranda, letters, and other documents, using word processing, spread sheet, database and/or presentation software; 
• Maintains records management systems, including filing, retrieval, retention, storage, compilation, coding, updating and destruction of corporate documents, reports and other records; 
• Prepares agendas and makes arrangements for committee and other meetings attended by the Assistant Accountant General Banking Arrangement and Government Shareholding, as well as the Director, Government Banking Relations; 
• Assists in the organization of events and activities by scheduling rooms, issuing information, and co-ordinating speakers/participants; 
• Researches and analyses data and prepares draft reports on routine administrative matters or other informational materials required. 
• Prepares special and recurring divisional reports by gathering, compiling and typing data from various sources. 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Assistant Accountant General, Banking Arrangement and Government Shareholding, as well as the Director, Government Banking Relations; 
• Attends meetings in order to record Minutes; 
• Transcribes, compiles and distributes Minutes of meetings; 
• Sets up and oversees administrative policies and procedures for the offices of the Assistant Accountant General - Banking Arrangement and Government Shareholding, as well as the Director, Government Banking Relations; 
• Assists in the smooth and efficient operation of the Division through the management of daily administrative operations;
• Reviews administrative operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditure;
• Establishes and implements systems for reporting of work done against stated and agreed Work Plans; 
• Establishes and maintains internal control processes; 
• Provides administrative support to AGD’s Committee meeting; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Good problem-solving and analytical skills; 
• Good planning and organizing skills; 
• Customer focus; 
• Results focus; 
• Integrity. 

Technical: 

• Records management skills; 
• Business Writing; 
• Knowledge of Legislation, 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. 

Special Condition Associated with the Job

• Pressured working conditions with numerous critical deadlines.

Please note that only shortlisted applicants will be contacted.