Executive Secretary 2 (OPS/SS 5)

Key Responsibilities

Management/Administrative:

• Schedules and prioritises the engagements and appointments for the Chief Technical Director and advises of matters requiring prompt attention; 
• Schedules and coordinates internal and external meetings on behalf of the Chief Technical Director; 
• Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received; 
• Coordinates preparation for the Chief Technical Director’s overseas travel ensuring that all necessary arrangements – travel, accommodation, technical documents/papers are in place; 
• Processes assigned correspondence and provides feedback to the Chief Technical Director, as required; 
• Assists in managing the Division’s budget by liaising with the Finance and Accounts Branch and preparing the relevant internal and external commitments as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Chief Technical Director’s desk; 
• Organises meetings hosted by the Chief Technical Director to include staff meetings and all other relevant meetings to include quarterly Heads of Agencies meetings and prepare Minutes, reproduces and distributes in accordance with established guidelines;
• Receives/hosts visitors on behalf of the Chief Technical Director.

Technical Support 

• Researches and compiles information on behalf of the Chief Technical Director, as requested; 
• Monitors assigned priority programmes directly managed by the Chief Technical Director and provides continuous feedback about the programmes; 
• Prepares documents and background information for meetings to be attended by the Chief Technical Director; 
• Prepares and edits correspondence communications, presentations and other documents; 
• Reviews, proofreads, and edit documents prepared; 
• Coordinates the preparation of special Reports such as annual Divisional budget, Divisional Plan and Strategic Business Plan; 
• Assists the Chief Technical Director with adhoc reports including and quarterly reviews as instructed; 
• Maintains schedules of routine and special appointments for the CTD advising of matters requiring prompt attention; 
• Makes travel arrangements and prepares itinerary for local and overseas business trips;
• Receives and makes telephone calls on behalf of the CTD; 
• Maintains effective filing system that allows security and speedy retrieval of documents/information in accordance with established standards; 
• Records all mail received; 
• Works on any other technical matter as assigned by the Chief Technical Director. 

Required Knowledge, Skills and Competencies

Core: 

• Oral and written communication skills 
• Problem solving and decision making 
• Planning and organizing 
• Flexibility and adaptability 
• Teamwork and cooperation 
• Initiative 
• Integrity 
• Confidentiality 
• Interpersonal skills 
• Managing external relationships 

Functional/Technical: 

• Excellent knowledge of general office procedures and practices 
• Sound knowledge of Government of Jamaica (GoJ) legislations, policies and procedures Good research and information gathering skills 
• Sound knowledge in technical/administrative functions 
• Excellent Customer and Quality Focus 
• Proficiency in use of Microsoft Office Suite and other relevant computer applications and systems 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level subjects including English Language; successful completion of the Administrative Management Courses – Level 2 at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at 50-55 words per minute plus seven (7) years’ general office experience. 

OR 

• Graduated from an accredited school of Secretarial Studies; proficiency in typewriting at 50-55 words per minute; training in the use of Microsoft Office; English Language at CXC/GCE O’Level; Successful completion of the Administrative Management Courses, Level 2 at the Management Institute for National Development (MIND) and seven (7) years’ general office experience. 

OR 

• Successful completion of the Certified Professional Secretary’s course; proficient in typewriting at 50-55 words per minute; English Language at CXC/GCE O’Level; training in the use of Microsoft Office; and seven (7) years’ general office experience plus Administrative Management Course – Level 2 at the Management Institute for National Development.

Please note that only shortlisted applicants will be contacted.