Secretary (OPS/SS 2)

Key Responsibilities

• Attends meetings as requested by the Director, and records Minutes of the proceedings;
• Researches files and consults officers as directed, to procure information needed for replies to correspondence and for meetings; 
• Drafts letters, memoranda, Saving Telegrams and reports, in a typewritten format;
• Composes routine replies and acknowledgements for the signature of the Director;
• Photocopies and scans documents, as required; 
• Receives, opens, sorts and records incoming mail, files and other documents. Brings matters requiring urgent attention, to the Director;
• Organizes and maintains a filing system for the control and safe custody of important circulars, copies of reports and other documents, in order to ensure the prompt retrieval of same, when necessary; 
• Maintains a Third Copy folder of outgoing correspondence for the Director;
• Schedules appointments for the Director; 
• Maintains a diary of appointments and meetings; 
• Receives and screens telephone calls and visitors to the Director. Provides discreet and reasonable information in response to queries or refers query to other officer(s), as appropriate, in the absence of the Director; 
• Organizes meetings convened by the Director, in terms of venue; invites attendees and notes responses received; 
• Performs any other duties assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Organizational awareness - knowledge of the structure, role and functions of the Ministry
• Good oral and written communication skills 
• Good integrity and ethics displayed in the exercise of duties 
• Sound knowledge of administrative principles and practices 
• Excellent knowledge of modern office processes and procedures 
• Ability to use judgment and work on own initiative 
• Good time management, problem-solving, planning and organizing skills
• Ability to work under pressure 
• Good customer service and interpersonal skills 

Technical: 

• Sound knowledge of modern office processes and procedures.
• Ability to recommend changes in administrative policies and to devise and implement office procedures and practices 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint). 

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.