Senior Secretary (OPS/SS 3)

Reference
VAC-31070
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary
Competitive Salary
Date Posted
06/03/2019
Expiry Date
21/03/2019
Under the direct supervision of the Western Regional Coordinator, the Senior Secretary (OPS/SS 3) provides secretarial services for the smooth operation of the Section.

 

Key Responsibilities

Technical/ Professional:

  • Reproduces correspondence, Minutes, reports and other documents from dictation or written drafts;
  • Processes correspondence;
  • Receives, opens, sorts and distributes incoming mail;
  • Answers the telephones, relays messages, screens requests for information and refers non-routine calls to the appropriate member of staff;
  • Liaises as necessary between the Western Regional Co-ordinator and staff for dissemination of information and instructions;
  • Maintains schedules of all appointments and official engagements and issues reminders to ensure fulfilment;
  • Sends and receives fax messages as required;
  • Establishes and maintains a Records Management System for the Section;
  • Ensures that confidential files are maintained and properly secured;
  • Provides information from files and records;
  • Maintains a record of the movement of files
  • Orders and maintains inventory of stationery supplies
  • Screens and directs visitors to relevant Officer;
  • Request relevant files as required;
  • Researches and compiles information as required for various meetings;
  • Assists in the co-ordination of meetings;
  • Assists in the maintenance of the Attendance Register and prepares reports accordingly;
  • Performs any other related duties assigned.

 

Required Knowledge, Skills and Competencies

  • Excellent Oral and Written Communication skills
  • Sound judgment
  • Ability to work under pressure
  • Excellent Interpersonal skills
  • Excellent Time Management and Organizing skills
  • Ability to manage competing priorities/stress
  • Ability to demonstrate a high level of initiative, confidentiality and integrity
  • Knowledgeable of the Ministry’s functions, policies and procedures
  • Proficiency in the use of relevant computer software including Spreadsheet and other computer applications

 

Minimum Required Qualification and Experience

  • CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), 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 to five (4-5) years’ general office experience;

OR

  • Graduated 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 (MIND), plus four to five (4-5) 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 to five (4-5) years’ general office experience, plus the appropriate Office Professional Training Course at the Management Institute for National Development (MIND).

 

Please note that only short listed applicants will be contacted. 

 

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