Senior Secretary (OPS/SS 3)

Reference
VAC-31111
Contract Type
Not Vacant
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary
Competitive Salary
Date Posted
13/03/2019
Expiry Date
01/04/2019
The incumbent will provide secretarial and administrative support to the Director of the Department.

 

Key Responsibilities

  • Attends meetings as requested by the Director. Records Minutes of the proceedings;
  •  Researches files and consults officers as directed to procure information needed for replies to correspondence and for meetings;
  • Assists with the supervision of junior Secretaries and Typists in the Department. Provides technical guidance on the formatting and presentation of correspondence;
  • Assists as required with the administration of proficiency tests in shorthand and accuracy to job applicants interviewed for junior secretarial positions;
  • Checks typewritten copy and written transcripts for accuracy;
  • Takes notes in shorthand. Transcribes shorthand notes and produces them from letters, memoranda, saving telegrams, third person notes etc., in acceptable typewritten format;
  • Types reports, Cabinet Submissions, charts and tabulations from written draft or copy;
  • Composes routine replies and acknowledgements for the signature of the Director;
  • Photocopies and collates documents as required;
  • Receives, opens, sorts and records incoming mail, files and other documents. Brings matters requiring urgent attention to the Director’s attention;
  • Records and re-routes processed correspondence and files to officers in the Department for necessary action;
  • Ensures that urgent matters are re-routed for immediate attention in the absence of the Director;
  • Organizes and maintains a filing system for the control and safe custody of important circulars, copies of reports, policy papers and other classified documents in order to ensure the prompt retrieval of same, when necessary;
  • Maintains a third copy folder of outgoing correspondence for the Senior Director, as well as a Department floater file for outgoing correspondence from other officers.

 

Required Knowledge, Skills and Competencies

  • Organizational awareness general knowledge of the role and functions of the Ministry
  • Basic knowledge of administrative principles and practices
  • Knowledge of modern office processes and procedures
  • Ability to use judgment and work on own initiative
  • Good planning and organizing skills
  • Good oral and written communication skills
  • Good Customer Service skills
  • Knowledge of basic protocol procedures and practices
  • Knowledge of 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 (4) to five (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 (4) to five (5) years’ general office experience;

OR

  • Successful completion of the Certified Professional Secretary course; proficiency 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 (MIND).

 

Salary range salary range $887,418 – 1,054,861 per annum and any allowance(s) attached to the post.


Please note that only short listed applicants will be contacted.

 

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