Executive Secretary 2 (OPS/SS 5)

Technical/Professional Responsibilities:

Processing correspondence/documents/information 

• Conducts preliminary research on specific areas and compiles information for viewing by the Senior Technical Coordinator. 
• Collates reports and presentations based on general instructions. 
• Processes incoming and outgoing correspondence in accordance with established guidelines, which includes updating of correspondence database. 
• Composes letters/memoranda with little/general instructions. 
• Responds to routine and other correspondence as directed. 
• Scans, photocopies, and email documents as requested by the Senior Technical Coordinator and Permanent Secretary. 
• Takes dictation and types notes in an accurate and presentable manner.
• Assembles and disseminates information to internal and external personnel as requested. 
• Pursues appropriate follow-throughs to ensure matters are attended and appraises the Senior Technical Coordinator and Permanent Secretary appropriately. 

Meetings and Functions 

• Assists with organizing meetings hosted by the Permanent Secretary.
• Prepares Agendas for meetings and organizes relevant information and documents.
• Prepares minutes at meetings and types and distributes in accordance with established guidelines. 

Schedules and Appointments 

• Maintains schedules of routine and special appointments for the Permanent Secretary advising of matters requiring prompt attention. 
• Screens all visitors coming to the Permanent Secretary, making referrals to appropriate staff members. 
• Makes travel arrangements and prepares itinerary for local and overseas business trips. 
• Receives and makes telephone calls on behalf of the Senior Technical Coordinator and or Permanent Secretary. 
• Exercises judgment with respect to urgency, confidential status and relative importance of all inquiries or messages. 
• Receives/hosts visitors to the Division. 

Filing

• Maintains an effective filing system (both manually and electronically) that allows security, and speedy retrieval of documents/information in accordance with established standards. 

Office Management 

• Maintains inventory of stationery and equipment. 
• Makes requisitions for materials. 

Other Responsibilities 

• Assists in the preparation and collection of standard reports. 
• Identifies minor problems and resolves or informs the Senior Technical Coordinator.
• Performs other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Excellent organisational 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 Education 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. 
• At least three (3) years' working experience with Executive Management.

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 seven (7) years’ general office experience. 
• At least three (3) years' working experience with Executive Management. 

Please note that only shortlisted applicants will be contacted.