Secretary (OPS SS2) – Monitoring and Regulations Unit

KEY OUTPUTS

• Correspondence and documents produced
• Reports and Minutes prepared
• Correspondence filed
• Information researched and compiled
• Telephones answered and calls referred to appropriate officers
• Appointments and meetings scheduled
• Information disseminated
• Confidential files maintained
• Documents photocopied
• Incoming/outgoing mails registered and dispatched to relevant officer
• Visitors screened and directed
• Official overseas travel arrangements made for Director
• Office supplies for division requested and monitored
• Director’s electronic mails reviewed  
• Director’s electronic calendar managed.
• Correspondence to Ministries, Agencies, Departments and other external entities dispatched
• Meetings arranged
• Documents for meetings prepared and meeting logistics arranged.
• Monthly attendance reports prepared and submitted
• Leave of Absence Records updated and maintained.
• Attendance Register monitored.
• Messages taken and delivered

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities

• Prepares correspondence, Minutes, reports and other documents using the appropriate computer application.
• Receives, opens, sorts, records and distributes incoming mail
• Records Minutes of meetings
• Records and dispatches outgoing correspondence
• Answers the telephones, relays messages, screens requests for information and refers non-routine calls to the appropriate members of staff
• Schedules appointments and maintains Director’s electronic diary/calendar
• Sends and receives fax messages to/from Ministries, Agencies, Departments and other external entities
• Maintains the Division’s filing system, and monitors/manages confidential files for proper security and maintenance.
• Requests relevant files as required
• Researches, compiles and provides information from files and records;
• Maintains stationery supplies for the Division
• Screens and directs visitors to relevant officer
• Arranges meetings, meeting logistics and prepares documents for meetings as required
• Dispatches Cabinet Submissions and Notes to the Cabinet Office
• Photocopies documents as required
• Prepares monthly attendance reports and update Leave of Absence records
• Makes official overseas travel arrangements for Director
• Monitors Attendance Register
• Deputizes for other secretaries in their absence, and provides support to other team members of the Division.
• Contributes and maintains a system that fosters a culture of teamwork within the Division.

OTHER RESPONSIBILITIES

• Performs other related duties assigned from time to time.

HUMAN RESOURCES RESPONSIBILITIES

• Contribute to the amicable working conditions in the Division.

PERFORMANCE STANDARDS

• Correspondence and documents produced in a confidential manner, in the established formats and within the given timeframe
• Reports and Minutes accurately reproduced in the established format and within the set timeframe
• Filing system maintained in accordance with set Records Management and Information guidelines.
• Information accurately researched and produced within the given timeframe
• Telephone calls answered professionally and promptly in accordance with the Ministry’s Citizens’ Charter guidelines.
• Messages accurately taken and delivered promptly
• Appointments, official overseas travel and meetings and logistics for Director scheduled accurately and within the stipulated timeframe and officers informed promptly.
• Documents for meetings prepared and meeting logistics arranged
• Accurate information disseminated within the agreed timeframe
• Confidential files are maintained and secured in accordance with set guidelines
• Incoming and outgoing mails accurately registered and dispatched daily
• Visitors screened and directed to relevant office promptly
• Electronic diary and mails for Director maintained on a daily basis
• Confidentiality exercised at all times
• Office supplies for Division requested and maintained according to GOJ/Ministry’s policies.
• Correspondence to Ministries, Agencies, Departments and other external entities faxed
• Monthly attendance reports prepared and submitted and Leave of Absence Records updated and maintained.
• Confidentially and integrity maintained/ exercised
• Proper and adequate control/operational systems maintained

REQUIRED COMPETENCIES

Core Competencies

• Good written communication skills
• Good oral communication skills
• Good leadership and management skills
• Excellent planning & organizing skills
• Good time management skills
• Good interpersonal skills
• Customer and Quality Focus
• Methodical
• Managing the client interface
• Goal/results oriented
• Team work and cooperation
• Strategic vision
• Problem solving and decision making
• High level of confidentiality
• Functional/Technical Competencies
• Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures
• Sound knowledge  of web-based research techniques
• Proficient in in the use of relevant computer Applications
• Sound knowledge of secretarial practices and procedures
• Knowledge of office systems and procedures
• Good telephone techniques
• Proficient in Shorthand at a speed of 80-100 w.p.m.
• Proficient in Typewriting at a speed of 45-50 w.p.m.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Four (4) CXC /GCE  subjects at the General Proficiency level including  English Language and Mathematics
• Successfully completed the Certificate in Administrative Management –CAM Level (2) at the Management Institute for National Development (MIND)
• Proficiency in typewriting at a speed of 45-50 words per minute,
• Shorthand at 80-100 words per minute
• Two (2) years general office experience

OR

• Successful completion of CPS course
• Successful completion of CAM 2 course at Management Institute for National Development (MIND)
• English Language at CXC or GCE O’Level
• Proficiency in typewriting at speed of 45-50 words per minute
•  Shorthand at 80-100 words per minute
• Training in the relevant software applications e.g. Word-processing, Database and Spread Sheet
• Two (2) years general office experience

OR

• Graduate from an accredited Secretarial School with Secretarial Studies
• Proficient in Typewriting at 45-50 words per minute
•  Shorthand at 80-100 words per minute
• Training in use of a variety of Software Applications e.g. spreadsheets, Database and Word Processing

SPECIAL CONDITIONS OF THE JOB

• No adverse conditions associated with the job.

AUTHORITY

• Nil