Senior Secretary (OPS/SS 3) - Human Resource Management and Administration Division

Key Responsibilities

Technical/Professional: 

• Performs stenographic duties for the production of letters, memoranda, Minutes and other official documents; 
• Receives telephone calls and visitors, makes appointments and confirms meetings;
• Monitors all inquiries directed to the office and provides, where possible, necessary advice or information required by clients; 
• Maintains schedule of all appointments and official engagements of the Director, and issues reminders to ensure fulfilment; 
• Assists in the maintenance of effective client relations, by determining the nature of enquiries from visitors and callers; 
• Liaises, as necessary, between the Director and the other staff for dissemination of information and instructions;
• Administers the attendance register and prepares monthly attendance report on staff in the Division for submission to the Director, Human Resource Management and Administration; 
• Orders and maintains inventory on stationery used in the Division; 
• Provides necessary logistic support in arranging meetings by arranging venues, informing attendees, and other related activities; 
• Establishes and maintains a records management system/procedure for the Division;
• Performs follow-ups to secure timely response from internal and external entities, in respect of letters and memoranda emanating from the Division; 
• Prepares draft responses, letters, memoranda, reports and notes of meetings;
• Performs other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent organisational skills 
• Excellent oral and written communication skills 
• Team-oriented with excellent interpersonal skills 
• Confidential 

Technical: 

• Excellent administrative and secretarial skills 
• Proficiency in word processing and standard 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 (4) to five (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 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 (4) to five (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 (4) to five (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.