Senior Secretary

Key Outputs

• Correspondence processed. 
• Schedules of manager monitored. 
• Minutes/manuscripts reproduced. 
• Prepare Reports prepared. 
• Records management system maintained 
• Stationery monitored. 

Key Responsibilities:

• Typing and preparing correspondence, reports and other documents.
• Accurately reproducing manuscripts and briefs prepared by the Manager.
• Taking dictation and reproducing notes into final product. 
• Establishing and maintaining an effective records management system that allows for security, easy access and retrieval of information/documents. 
• Processing incoming and outgoing correspondence; and ensuring that all matters are routed to the Manager or other relevant persons for attention. 
• Establishing and maintaining effective liaisons with the Manager and other personnel internally and externally in order to facilitate the smooth flow of communication. 
• Arranging meetings on behalf of the Manager. 
• Attending meetings and preparing minutes.
• Scheduling routine and special appointments for the Manager. 
• Monitoring stationery and other miscellaneous items used in the Division.
• Preparing the Acquisition and Divestment Reports. 

Performance Indicators

• Letters and other correspondence are consistently error free and delivered in time specified. 
• Engagements for the Manager are accurately logged and reminders provided in a timely basis 
• Records are professionally and safely filed and easily retrieved. 
• Stationery is supplied to the Division using the reorder-point approach.
• Confidentiality and integrity are maintained in the execution of duties. 

Required Competencies/Skills:

The post-holder should be able to demonstrate: 

• High level of confidentiality. 
• Excellent interpersonal skills. 
• Excellent oral and written communication skills. 
• Sound time management skills. 
• Sound work ethics 
• Ability to work on own initiative and under pressure. 
• Typing/word processing speed of at least 50 words per minute 
• Excellent shorthand/note making skills 
• Excellent computer skills i.e. proficiency in the use of MS Office applications including MS Word and MS Excel 

Minimum Required Qualifications and Experience

• A Certificate in Administrative Management – Level 2. 
• Four (4) CXC/GCE O’Level subjects including English Language.
• Graduate of a recognized Secretarial Institution. 
• Three (3) years related working experience. 

We appreciate all responses but only short-listed applicants will be contacted.