Secretary 2 (OPS/SS 2)

Organisation
The Ministry of Economic Growth and Job Creation
Reference
VAC-43065
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
Date Posted
25/11/2022
Expiry Date
13/12/2022
The incumbent will provide secretarial and administrative support.

 

Key Responsibilities

  • Performs stenographic duties to produce letters, Memoranda, Minutes and other official documents;
  • Receives telephone calls and visitors, makes appointments and confirms meetings;
  • Monitors all inquiries directed to the office and provides, where necessary, advice or information required by clients;
  • Maintains schedule of all appointments and official engagements of the Supervisor/Director and issues reminders to ensure fulfilment;
  • Assists in the maintenance of effective client relations by determining the nature of enquiries from visitors and callers;
  • Liaises as necessary between the Supervisor/Director and other staff for dissemination of information and instructions;
  • Administers the Attendance Register and prepares Monthly Attendance Report on staff in the Unit, for submission to the Human Resource Management and Development Branch;
  • Orders and maintains Inventory on stationery used in the Unit;
  • Provides necessary logistic support in arranging meetings by arranging venues, informing attendees and other related activities;
  • Establishes and maintains a records management system/procedure for the Unit;
  • Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Unit;
  • Prepares draft responses, letters, memoranda, reports and notes of meetings.

 

Required Knowledge, Skills and Competencies

Core:

  • Excellent organising skills
  • Excellent oral and written communication skills
  • Team-oriented with excellent interpersonal skills
  • Confidential

 

Technical:

  • Excellent administrative and secretarial skills
  • Proficiency in Word Processing and standard computer applications

 

Minimum Required Qualification and Experience

  • CXC or GCE ‘O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND);

OR

  • CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 40-45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field.
  • At this level, Shorthand at a speed of 80-100 words per minute would be an asset.

 

Please note that only shortlisted applicants will be contacted.

 

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