Executive Secretary 1 (OPS/SS 4)

Key Responsibilities

Management/Administrative: 

• Provides secretarial and administrative support to the Chief Technical Director for efficient operations of the office. 
• Composes letters/memoranda from general instructions. 
• Processes incoming and outgoing correspondence in accordance with established guidelines. 
• Responds to routine and other correspondence, as directed. 
• Reproduces manuscripts and briefs prepared by the Chief Technical Director.
• Reproduces notes in an accurate and presentable manner, as directed.
• Assembles and disseminates information to internal and external personnel, as requested.
• Organizes meetings hosted by the Policy, Planning, Monitoring and Evaluation Division/CTD. 
• Prepares Agendas for meetings and organizes relevant information and documents.
• Receives/hosts visitors to the Division/CTD. 
• Produces Minutes of meetings. 
• Maintains schedules for routine and special appointments for the Chief Technical Director, advising them of matters requiring prompt attention. 
• Screen all visitors coming to the Division/CTD, making referrals to appropriate staff members within the relevant Branches. 
• Make travel arrangements and prepares itinerary for local and overseas business trips.
• Answers telephone, screen, direct and return calls. Receive messages and provide information, when necessary for the Division/CTD. 
• Exercises judgment with respect to urgency, confidential status and relative importance of all inquiries or messages. 
• Copies and collates correspondence and distributes them to the various Branches.
• Maintains an effective filing system that allows security, and retrieval of documents/information in accordance with established standards. 
• Maintains inventory of stationery and equipment. 
• Undertake assignments specific to the Division assigned 
• Maintains Diary of the CTD’s engagements and issues reminders of these appointments.
• Identifies and resolves minor problems and situations that affect the efficient flow of work in the Division. 
• Maintains harmonious relations with staff members and external contacts.

Required Knowledge, Skills and Competencies

Core: 

• Excellent organizational skills. 
• Excellent communication skills. 
• Team-oriented with excellent interpersonal skills. 
• Confidential 

Technical: 

• Excellent administrative and secretarial skills 
• Proficiency in word processing and standard computer applications 
• Knowledge of basic office management and records management 
• Ability to interact with individuals from diverse cultural backgrounds 

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 

• 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 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.