Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• Receives, opens, sorts and distributes incoming correspondence, files and other materials;
• Maintains an electronic data retention and tracking system; 
• Types letters and memoranda for the Senior Director; 
• Types letters for distribution; 
• Prepares response from correspondence for signature; 
• Maintains an appointment diary/calendar to facilitate smooth and effective communication between the Senior Director and internal/external customers; 
• Develops and maintains a filing system to facilitate easy access and retrieval;
• Follows up on files and correspondence leaving the office; 
• Researches files for data relevant to Local Government Authorities and prepares status report; 
• Takes and transcribes Minutes of meetings and distributes to the relevant officers;
• Takes/screens and makes telephone calls; 
• Provides prompt, efficient and effective delivery of support services; 
• Requests stationery for all officers in the Unit; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Excellent planning and organizing skills 
• Excellent customer relations skills 
• Good interpersonal skills 

Functional: 

• Excellent knowledge of protocol for meetings 
• Excellent shorthand and typing skills 
• Proficiency in the relevant computer applications 
• Good knowledge of filing systems and methods 
• Sound planning and organizing skills 
• Sound judgment and initiative 

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.