Senior Secretary (OPS/SS 3)

Key Responsibilities

• Types reports, correspondence, memos, forms, agendas for supervisor’s review and signature; 
• Monitors incoming calls/clients, routes and directs accordingly; 
• Assists in scheduling appointments, conferences and brief the Permanent Secretary on the matter before confirming the meetings; 
• Records incoming and outgoing mail that comes directly to the Office of the Permanent Secretary; 
• Re-route correspondence to relevant officers/Departments; 
• Proofreads documents for accuracy, completeness and conformity to established formats
• Types cheques, where necessary; 
• Prepares attendance and punctuality report monthly; 
• Establishes and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Makes photocopies, sorts and sends documents to relevant agencies; 
• Provides general information to internal and external customers/clients;
• Responds to customers’ queries on matters relating to the areas of responsibility, in keeping with the citizens charters guidelines; 
• Assists in co-ordinating activities for a variety of meetings, attends meetings, take notes and prepares Minutes; 
• Follows up on the directives given and requests made by the Permanent Secretary;
• Completes inventory system of goods and supplies for the Office of the Permanent Secretary; 
• Assists in procurement activities on behalf of the Office of the Permanent Secretary for stationery and office supplies, and ensures the adequacy of the Office’s stationery and supplies; 
• Assists with the preparation of the annual budget for the Office; 
• Researches and provides information to facilitate the preparation of critical reports;
• Reproduces confidential and other urgent correspondence and deals with urgent mails, and emails, as directed; 
• Performs any other related duties that may be assigned from time to time by the Permanent Secretary. 

Required Knowledge, Skills and Competencies

Core: 

• Adaptability 
• Compliance 
• Ability to use own initiative 
• Integrity 
• Good interpersonal skills 
• Good oral and written communication skills 
• Goal/Results oriented 
• Good planning and organizing skills 
• Teamwork and co-operation 

Technical: 

• Research and evaluation 
• Technical skills 
• Use and application of technology 
• Excellent records management skills 
• Ability to record Minutes and transcribe meeting notes 
• Ability to compose and edit written material 
• Ability to maintain calendars and schedule appointments 
• Tact and decorum when dealing with people

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.