Senior Secretary (OPS/SS 3)

Job Purpose

Under the general direction of the Director, Human Resource and Welfare Management the incumbent is responsible for organizing and administering all activities related to the Unit; ensures that the secretarial work and clerical duties are carried out promptly and efficiently; contacts are maintained with persons and groups critical to the successful implementation of the Unit’s programmes and activities. 

Key Responsibilities

Technical/Professional: 

• Ensures that all correspondence of a general or routine nature is received by the Director, Human Resource and Welfare Management in a timely manner; 
• Conducts research and prepares draft responses to certain correspondence for vetting by the Director;
• Keeps abreast of the progress of activities within the Institute, providing background information, as well as preparing the Director for participation in meetings;
• Organizes meetings for the Director; 
• Disseminates circulars/information to members of staff; 
• Assist with the imputing of information into Myhr+; 
• Performs any other related duties delegated by the Senior Director. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills 
• Advanced word processing skills 
• Excellent interpersonal skills. 
• Good planning and organizing skills 
• Excellent time management skills 

Technical: 

• Advanced knowledge of computerized management and the relevant computer applications 
• Advanced knowledge of shorthand 
• Project co-ordination skills 

Minimum Required Qualification and Experience

• Four (4) or more CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), 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 

• Graduation 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 spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Secretarial Seminar at Management Institute for National Development (MIND) plus four to five (4-5) years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; 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 computer software applications and four to five (4-5) years general office experience plus the appropriate Secretarial Seminar at Management Institute for National Development (MIND). 

Please note that only shortlisted applicants will be contacted.