Secretary 2 (OPS/SS 2)

Key Responsibilities

Technical/Professional 

• Types letters, memoranda, reports, and other documents from handwritten notes, drafts, or dictation; 
• Composes/prepares and responds to general/ routine queries and correspondence; 
• Prepares/types and collates Reports, Briefs, Submissions, and other documents for submission; 
• Handles confidential documents; 
• Records, sorts, and dispatches incoming/outgoing correspondence; 
• Conducts pertinent research and collates information/reports for submission; 
• Receives, screens, and directs all telephone calls to relevant officers; 
• Disseminates information to internal/external customers; 
• Receives, screens, and answers general enquiries, and directs visitors to the appropriate officers; 
• Monitors and requests files for relevant officers; 
• Downloads e-mails and forwards to relevant officers; 
• Ensures that documents and correspondence are photocopied; 
• Maintains an efficient filing system. 
• Manages and dispatches the stationery inventory; 
• Arrange meetings; 
• Maintains appointment schedules/diaries for Chief Technical Director and the Coordinator.
• Perform any other related duties, which may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good Interpersonal skills 
• Good Oral and Written Communication skills 
• Excellent Customer and Quality Focus skills 
• Good Problem-Solving and Decision-Making skills 
• Good Teamwork and Cooperation skills 
• Good Planning and Organizing skills 
• Strong Integrity 
• Methodical 
• Compliance 

Technical: 

• Excellent Research skills 
• Good Secretarial skills 
• Good Working Knowledge of Records Management 
• Proficiency in the use of relevant Software Applications 
• Proficiency in Typewriting at a speed of 50-55 w.p.m. 
• Proficiency in Speedwriting/Shorthand at 100 or more words per minute
• Knowledge of the Operations of Government / Knowledge of the Ministry’s Policies and Procedures 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 40- 45 words per minute (wpm); successful completion of the Secretarial Qualifying Examinations or Certificate in Administrative Management Level 1 or 2 at the Management Institute for National Development (MIND); OR Certificate in Intermediate word processing skills; and two (2) years’ general office experience. 

OR 

• Graduate from an accredited Secretarial School with proficiency in typewriting at a speed of 40-45 words per minute and shorthand at a speed of 80-100 words per minute, training in word processing applications and English Language at CXC or GCE ‘O’ Level. 

Special Conditions Associated with the Job

• May be required to work beyond normal working hours. 

Please note that only shortlisted applicants will be contacted.