Senior Secretary

Key Responsibilities:

Management/Administrative Responsibilities 

• Typing and preparing correspondence, reports and other documents.
• Accurately reproducing manuscripts and briefs prepared by the Supervisor.
• Taking dictation and reproducing notes into a final product. 
• Establishing and maintaining an effective records information and 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 Section.
• Prepare invoices for Clients 

Technical/Professional Responsibilities 

• Prepares Agenda for meetings and organizes relevant information and documents 
• Types and prepares correspondence, reports and other documents
• Takes minutes at meetings and reproduces and distributes to the relevant persons 
• Reproduces manuscripts and briefs prepared by the Manager 
• Takes dictation and reproduces notes into final product 
• Establishes and maintains a records management system 
• Assists in the preparation and collection of standard reports 

Other Responsibilities: 

• Performs other related duties assigned from time to time by the Manager 

Required Skills/Competencies:

The post-holder should be able to demonstrate: 

• Excellent interpersonal skills
• Excellent oral and written communication skills 
• Good time management 
• Ability to work on own initiative and under pressure 
• Competence in the use of word processing, spreadsheet and other applications
• Typing/word processing speed of at least 50 words per minute 
• Excellent shorthand/note making skills 
• Excellent knowledge of office practice and procedure 

Minimum Required Qualifications and Experience:

The following qualification is required: 

• 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.