Executive Secretary (OPS/SS 4)

Key Responsibilities

• Receives, opens, sorts and distributes incoming correspondence and materials;
• Maintains an electronic date retention and tracking system; 
• Develops and maintains a filing system that facilitates easy access, retrieval and security of files; 
• Reviews and checks correspondence and reports prepared for the Permanent Secretary’s signature to ensure that all pertinent matters have been investigated; 
• Prepares interim replies to correspondence of a routine nature, and composes replies to public complaints, or other matters that have no impact on policy decision, for signature;
• Types Cabinet Submissions, Speeches and Budget presentation; 
• Takes dictation and transcribes Minutes of meetings and distributes to the relevant officers;
• Prepares weekly itinerary and maintains an appointment diary/calendar to facilitate smooth and effective communication between the Permanent Secretary and internal/external customer; 
• Co-ordinates arrangements and preparation for meetings chaired by the Permanent Secretary; 
• Monitors telephone calls, appointments and visitors to the office; 
• Seals and dispatches Secret and Classified correspondence; 
• Follows-up on files and correspondence leaving the office; 
• Provides prompt, efficient and effective delivery of support services; 
• Performs any other duties that may be assigned; 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communications skills. 
• Good interpersonal skills and customer relations skills. 
• Excellent planning and organizing skills. 
• Excellent integrity/ethics exercised in the performance of duties. 

Functional: 

• Proficiency in the relevant computer skills 
• Excellent shorthand and typing/writing skills. 
• Good knowledge of filing systems and methods. 
• Excellent knowledge of protocol for meetings. 

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 five (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 five (5) 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 five (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.