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Senior Secretary (OPS/SS 3)

Date Posted
10th January 2018
Reference
VAC-27877
Sector
Secretarial, Administrative & Clerical
Job Type
Not Vacant
Location
Kingston
Salary
Not Disclosed

Job Summary

Under the general direction of the Director, Strategic Planning and Evaluation, the incumbent is responsible for providing secretarial and administrative support services to the Unit.

Job Description

Key Responsibilities

  • Performs stenographic duties for the production of letters, memoranda, Minutes and other official documents;
  • Receives telephone calls and visitors, makes appointments and confirms meetings; Monitors all inquiries directed to the Office and provides where possible, necessary advice or information required by clients;
  • Maintains schedule of all appointments and official engagements of the Manager and issues reminders of ensure fulfilment;
  • Assists in the maintenance of effective client relations by determining the nature of enquiries from visitors and callers;
  • Liaises as necessary between the Manager and the other staff for dissemination of information and instructions;
  • Administers the Attendance Register and prepares monthly Attendance Report on staff in the Branch for submission to the Director, Human Resource Management;
  • Orders and maintains inventory on stationery used in the Branch;
  • Provides necessary logistic support in arranging meetings by arranging venues, informing attendees and other related activities;
  • Establishes and maintains a records management system/procedure for the Branch;
  • Performs follow up to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Branch;
  • Prepares draft responses, letters, memoranda, reports and notes of meetings.

 

Required Knowledge, Skills and Competencies

  • Sound knowledge of computer applications- Microsoft Word, Excel, Power point, Publisher and Access
  • Knowledge of Office Practices and procedures
  • Excellent typing skills
  • Good Shorthand/Speedwriting/Minute taking skills
  • Good oral and written communication skills
  • Good time management and organizing skills
  • Good interpersonal and customer service skills
  • Ability to work on own initiative
  • Professional attitude and confidentiality

 

Minimum Required Qualification and Experience

  • CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four (4) to five (5) years’ general office experience;

OR

  • Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four (4) to five (5) years’ general office experience;

OR

  • Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

 

Salary range $828,588 - $984,930 per annum

 

Please note that only short listed applicants will be contacted.

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