Executive Secretary 1 (OPS/SS4)

KEY OUTPUTS

• System for control and safekeeping of classified, secret and confidential documents and files established and maintained.
• Own workload prioritized to ensure completion of work.
• Visitors’ and callers interviewed and processed.
• Incoming and outgoing correspondence handled.
• Office schedules and appointments maintained.
• Database maintained.
• Principal Director’s schedules updated.
• Meetings attended.
• Principal Director’s travel arrangements confirmed, when directed.
• Telephone calls answered and messages received and delivered.
• E-mails downloaded and forwarded.
• Confidentiality and integrity maintained.

Key Responsibility Areas:

Technical & Professional Responsibilities

• Organizes and manages the Principal Director’s schedule and updates his activities and appointments.
• Co-ordinates and arranges meetings.
• Prepares meeting correspondence and ensures appropriate circulation.
• Takes dictation and minutes at meetings.
• Maintains an up-to-date record of correspondence and files.
• Makes contact with and relay information to Principal Director and other members of staff in the Office and external agencies.
• Makes the relevant contacts and refer to the appropriate person in the absence of the Principal Director.

OTHER RESPONSIBILIES

• Performs related duties assigned from time to time.

PERFORMANCE STANDARDS

• System for control and safekeeping of classified, secret and confidential documents and files established and maintained according to the required standard and within the agreed timeframe.
• Own workload prioritized to ensure completion of work in a timely an efficient manner.
• Visitors’ and callers interviewed and processed immediately on arrival/in accordance with the Ministry’s/GOJ Citizen’s Charter
• Incoming and outgoing correspondence handled in an efficient manner daily.
• Office schedules and appointments maintained and communicated accurately in a timely manner.
• Database maintained as required and according to standard.
• Principal Director’s schedules updated and communicated in a timely manner.
• Meetings attended as required.
• Principal Director’s travel arrangements confirmed, when directed in a timely manner
• Confidentially and integrity exercised at all times.
• Accurate and timely completion of tasks assigned.
• Filing system maintained accurately and efficiently to facilitate easy retrieval of files

REQUIRED COMPETENCIES

Core

• Good Oral communication skills
• Good written communication skills
• Good interpersonal skills
• Strong integrity and tack
• Good customer and quality focus skills
• Good problem solving and decision making skills
• Good initiative
• Good planning and organizing skills

Technical

• Proficient in the use of relevant software applications
• Proficient in shorthand at a speed of 100-120 words per minute
• Proficient in typewriting at a speed of 60-65 words per minute
• Sound knowledge of web-based research techniques
• Knowledge of the operations of Government/knowledge of the ministry’s policies and procedures.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Four (4) GCE/CXC General Proficiency level passes including English Language and Mathematics.
• Proficiency in typewriting at a speed of 60-65 words per minute and shorthand at a speed of 120 words per minute
• Secretarial Diploma from a recognized institution
• Completion of Certificate in Administrative Management (Level 3) course at Management Institute of National Development (MIND)
• Five (5) years general office experience 

OR

• Successful completion of the Certified Professional Secretary Course
• English Language at CXC/GCE ‘O’ level
• Successful completion of the prescribed course at the Management Institute for National Development (MIND) Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more
• Training in the relevant software applications e.g. word processing, database and Spreadsheet
• 5 years general office experience

OR

• Graduate from an accredited school of Secretarial Studies
• Successful completion of the prescribed course at the Management Institute for National Development (MIND)
• Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more
• Training in the relevant software applications e.g. word processing, database and spreadsheet
• 5 years general office experience

SPECIAL CONDITIONS OF THE JOB

• No adverse conditions associated with the job.