Secretary (OPS/SS2), Human Resources

Organisation
Trade Board Limited
Reference
VAC-43041
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
Basic Salary: $813,604 - $967,120 per annum
Date Posted
23/11/2022
Expiry Date
07/12/2022
Applications are invited from suitably qualified candidates to fill the post of Secretary (OPS/SS2), Human Resources.


JOB PURPOSE
Under the general direction of the Director Human Resource Management & Administration, the Secretary is responsible for providing administrative support to ensure that the operations of the office are effective and efficient in relations to communications and work assignments between the Director of Human Resource and Administration and his/her direct report/s, the Trade Administrator, The Board, the Ministry, other agencies, other government entities and the general public.

The incumbent projects a professional image through in person and telephone interaction thereby upholding the TBL’s high standards of service delivery which is considered vital and deserving to stakeholders, employees and visitors.

KEY OUTPUTS

  • Office schedules and appointment diaries are maintained.
  • Reports and documentations are completed and delivered on time.
  • Telephone communication adequately managed and messages are recorded and acted upon.
  • Letters and messages are prepared and dispatched within the required timeframe.
  • Protocol requirements are accorded as instructed.
  • Meetings, webinars, conferences, workshops and seminars are effectively scheduled and coordinated and minutes are submitted within the agreed timeframe.
  • Filing system operational and effectively maintained
  • Relevant information readily retrieved and disseminated
  • Secretarial duties performed

 

Technical /Professional Responsibilities

  • Receive, verify and record all incoming correspondence and deliver to the
  • Director of HRM&A highlighting those requiring immediate attention.
  • Determine the nature of enquiries and disseminate information and or advice within the scope of responsibilities or refer callers and or visitors to the relevant personnel as required.
  • Processes outgoing correspondence in accordance to established guidelines
  • Schedule appointments, maintains calendar through consultation with the Director of HRM&A as required.
  • Schedule, coordinate, prepare documentations and reserve rooms for meetings
  • Ensure that relevant department information is circulated and signed off accordingly.
  • Take minutes for meetings as and when required, ensure that these minutes are devoid of errors and circulated within three (3) workings days.
  • Compose letters, memoranda, internal circulars, schedules and reports on behalf of the Director of HRM&A and respond to routine correspondence.
  • Fax, scan, send emails, documents and correspondence as required.
  • Assist Human Resource Officer in preparing materials for recruitment and onboarding
  • Prepares materials for and organize workshops, conferences and meetings
  • Maintains register of meetings executed
  • Maintain an appropriate system to control and safe guard, confidential documents, files and reports.
  • Receives correspondence from Director and route to designated officers/agencies
  • Conduct research on related matters via the internet and other sources and prepare presentations or reports and provide information to Director as requested
  • Liaise with employees of the various Departments of the TBL on related matters and activities. Follow-up on such matters to ensure speedy consideration and conclusion.
  • Proofread, edit, Photo copy and collate documents
  • Log and dispatch all Departmental outgoing mails.
  • Request stationary for the department.


Other Responsibilities

  • Performs other duties and responsibilities as assigned from time to time by the Director of HRM& Administration.


PERFORMANCE STANDARDS

  • All letters, memorandum and reports prepared accurately
  • Minutes are recorded and Minutes and Action Agendas are reproduced and circulated within specified time frame
  • Confidentiality, integrity and professionalism are displayed at all times
  • All calls answered courteously and messages relayed promptly
  • Mails delivered within required timeframe
  • Accurate filing system (electronic and hard copy) maintained and in a timely manner
  • Maintain all records in a neat and tidy manner
  • Protocol requirements are implemented and followed accordingly.
  • Acceptable standards in record keeping, report preparation and memoranda are upheld.


REQUIRED COMPETENCIES
CORE COMPETENCIES
Competency

  • Strong Oral communication skills
  • Strong Written Communication
  • Good Customer Service Skills
  • Excellent Time Management skills
  • Excellent Team work and cooperation
  • Good Interpersonal skills
  • Ability to exercise sound judgement and attention to details
  • Excellent Integrity and ethics exercised in the performance of duties


TECHNICAL COMPETENCIES
Competency

  • Good use of Initiative
  • Efficiency at the intermediary level in use of technology (such
  • as Microsoft office applications, database management, etc)
  • Excellent planning and organizing skills
  • Ability to work under pressure and to meet deadlines
  • Technical skills including:
    • Records Management
    • Ability to record minutes and to transcribe minutes of meeting


MINIMUM REQUIRED EDUCATION AND EXPERIENCE

  • Diploma/Certificate in Administrative Management, Management Studies or Public Administration or any other equivalent qualification from an accredited institution
  • Prescribed Secretarial Course of Study at M.I.N.D or a Diploma/Certificate from an Accredited School of Secretarial Studies
  • Five (5) CXC or GCE ‘O’ Level subjects including English Language
  • Three (3) years of related experience preferably in a Human Resource environment.


SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Extended hours may be required to meet project deadlines.
  • Ability to work under pressure and with minimum supervision
  • Typical office environment, no adverse working condition

 


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