Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• Receives and processes incoming mails; 
• Drafts/types routine letters, memoranda and other documents, based on instructions; 
• Actions routine correspondence in accordance with guidelines given; 
• Prepares Minutes of meetings, as required, and types Agenda; 
• Develops and maintains filing systems for the Senior Director, as advised; 
• Contacts officials in other Ministries and Departments to obtain information required by the Senior Director; 
• Gives general support, and managing the routine functions of the Senior Director's office to facilitate the availability and easy flow of information; 
• Directs telephone calls to appropriate officers; 
• Maintains appointment diary and schedule; 
• Responds to telephone calls for the Senior Director and records messages, as required
• Prepares all documents leaving the Senior Director's Office for dispatch; 
• Maintains an appointment diary and a message log; 
• 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 
• Good interpersonal skill 
• Team and results oriented 
• Ability to work under pressure and meet tight deadlines 

Technical: 

• Knowledge of general office practices and procedures 
• Knowledge of relevant computer applications 

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.