Secretary (OPS/SS 2)

KEY OUTPUTS

• Documents produced 
• Incoming/outgoing correspondence processed 
• Messages received and forwarded 
• Files maintained 
• Telephone calls handled 

KEY RESPONSIBILITIES

MANAGEMENT/ADMINISTRATIVE RESPONSIBILITIES

• Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities. 

TECHNICAL/PROFESSIONAL RESPONSIBILITIES

• Types letters, memoranda, pension particulars ,period of service records, staff lists, performance evaluation reports, vacation leave computations, personal data and various types of forms as required 
• Receives telephone calls and conveys messages. 
• Photocopies documents as required. 
• Records incoming and out-going correspondence/files 
• Dispatches incoming and out-going mail. 
• Faxes correspondence to other Ministries and departments. 
• Types minutes of meetings. 
• Check the diary for meetings from time to time. 
• Deputize for other secretaries in their absence.

OTHER RESPONSIBILITIES

• Performs related duties assigned from time to time. 

PERFORMANCE STANDARDS

• Documents are prepared within agreed timeframes and required standards
• Up-to-date and accurate record of correspondence maintained 
• Confidentially and integrity exercised 
• Performance standards maintained 

REQUIRED COMPETENCIES

• Good word processing skills 
• Sound knowledge of computer applications 
• Sound knowledge of office systems and procedures 
• Excellent communication and interpersonal skills 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• CXC or GCE O’ Level English Language (or equivalent) proficiency in typewriting at a speed of 40-45 words per minute. 
• Shorthand at a speed of 80-100 words per minute. 
• Successful completion to the prescribed Office Professional Training Course at the Management Institute for National Development (MIND) 

OR 

• CXC or GCE O’ Level English Language (or equivalent) proficiency in typewriting at a speed of 40-45 words per minute. 
• Shorthand at a speed of 80-100 words per minute. 
• Training in word processing and spreadsheet applications. 
• Graduate from an accredited Secretarial School 
• Three (3) years experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Nil 

AUTHORITY

• Nil