Executive Secretary 2 (OPS/SS 5)

Job Purpose

The incumbent is responsible for providing administrative support to the Permanent Secretary in order to ensure that the operations of the office are effective and efficient in relation to communications and work assignment between the Permanent Secretary and his/her direct reports, the Honourable Ministers, the Ministry’s Agencies, other government entities, and regional and international bodies and the general public. 

Key Responsibilities

• Liaises with Senior Heads of Sections and personnel outside of the Unit to facilitate administrative support; 
• Establishes, supervises and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Logs mails/files received in the Permanent Secretary’s Office; 
• Maintains a database for tracking Cabinet Submissions and decisions and distribution of Cabinet decisions; 
• Oversees and maintains the “third copy” files for correspondence sent out by the Permanent Secretary; 
• Types reports, correspondences, memos, forms, agendas etc. proofreads documents for accuracy, completeness, and conformity with established formats; 
• Co-ordinates activities for a variety of meetings; 
• Attends meetings and prepares Minutes; 
• Ensures that all documents and papers are prepared by relevant officers for the Permanent Secretary’s overseas meeting; 
• Screens visitors and phone calls intended for the Permanent Secretary and refers them to the appropriate personnel in the event of his/her absence or unavailability;
• Reviews on the directives given and requests made by the Permanent Secretary;
• Compiles, stores and retrieves management data; 
• Researches and provides information to the Permanent Secretary in the preparation of reports; 
• Aids in the preparation of the annual budget and monthly cash flow of the Unit’s expenditure; 
• Monitors the financial performance of the Unit using the electronic performance monitoring system, and provides regular updates to the Permanent Secretary; 
• Requests and maintains an adequate supply of office stationery; 
• Ensures that telephone bills are reconciled and payments are made in respect of toll calls;
• Prepares requisition forms for internal expenditure and submits travel and other reimbursable claims to the appropriate Unit; 
• Makes arrangements for local and overseas travel for the Permanent Secretary;
• Takes dictation and reproduces confidential and other correspondence;
• Deals with urgent correspondences, faxes and emails in the absence of a Unit official;
• Maintains and shares electronic folders containing calendar and contacts in the Microsoft Outlook programme; 
• Assists in the preparation of Corporate and Operational Plans for the Unit;
• Attends administrative meetings on the instructions of the Permanent Secretary;
• Arranges for printing, photocopying, binding and dispatch of documents produced;
• Maintains an effective general filing system; 
• Maintains an effective mailing system; 
• Prepares resource material and packages for participation in seminars, workshops and retreats;
• Maintains the Permanent Secretary’s diary, recording appointments, meetings conferences, visits on a daily basis. Confirm, cancel and reschedules appointments on the Permanent Secretary’s behalf; 
• Takes action Minutes at meetings, where directed, to do so and circulate them, as required; 
• Performs other related duties that may from time to time be assigned. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Customer and quality focus 
• Teamwork and co-operation 
• Integrity 
• Compliance 
• Good interpersonal skills 
• Change management 
• Good problem-solving and decision-making skills 
• Good planning and organizing skills 

Functional: 

• Use of technology (relevant computer applications – Microsoft Office Suite)
• Records management skills 
• Ability to record and transcribe meeting Minutes 
• Ability to maintain calendars and schedule appointments 
• Ability to create, compose and edit written materials 
• Ability to work under pressure and meet deadlines 
• Excellent typing skills 

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 seven (7) 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 seven (7) years’ general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency 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 seven (7) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Special Condition Associated with the Job

• Long hours in the use of computers, copy and fax machines and other office equipment

Please note that only shortlisted applicants will be contacted.