Senior Secretary (OPS/SS 3)

KEY OUTPUTS

• Assistance in the strategic planning process of the Branch provided 
• Support provided in the delivery of all the technical areas of the Branch. 
• The Branch’s help desk requests managed and system updated 
• Letters memoranda and reports produced 
• Minutes recorded, transcribed, composed and disseminated 
• Information disseminated 
• Research conducted and information distributed 
• Appointments scheduled 
• Filing system maintained 
• Calls and visitors screened and directed to relevant officers 
• E-mails downloaded and distributed 
• Fax received, transmitted and forwarded 
• Office attendant monitored. 
• Work experience students trained. 

KEY RESPONSIBILITY AREAS

• Provides assistance in the strategic planning process of the Branch 
• Provides support in the delivery of service in all the technical areas of the Branch.
• Manages the Branch’s help desk requests and updates the system accordingly
• Types letters, memoranda, bill of quantities, contracts and reports from draft notes
• Transcribes and reproduces minutes of meetings 
• Composes and types routine correspondence 
• Receives and takes telephone messages and screens calls intended for officers
• Schedules appointments and arranges meetings 
• Directs and screens visitors 
• Maintains an efficient filing system 
• Gathers information and compiles reports 
• Monitors the office attendant 
• Provides training to work experience students 
• Undertakes research and distributes information to the relevant officers 
• Accesses and forwards e-mails to the relevant officers 
• Receives, forwards and directs fax to the relevant officers

OTHER RESPONSIBILITY 

• Perform any other related duties which may be assigned from time to time

PERFORMANCE STANDARDS

• Assistance provided in the strategic planning process of the Branch in an effective and timely manner. 
• Support provided in the delivery of service in all the technical areas of the Branch in a timely manner. 
• The Branch’s help desk requests managed and system updated according to established standards and timeframe. 
• Correspondence and documents produced on a timely basis in established formats.
• Information research and compiled on a timely basis 
• Information disseminated in a timely manner 
• Minutes recorded, transcribed, composed and disseminated accurately and within a set time frame
• Filing system maintained on a daily basis 
• Calls and visitors screened and directed to relevant officers promptly 
• Appointments scheduled on a daily basis 
• Training to work experience students given in a timely manner and in accordance with established guidelines. 
• Office Attendant monitored on a daily basis. 
• Confidentiality and integrity exercised at all times 

REQUIRED COMPETENCIES

Core: 

• Good Interpersonal skills 
• Good Oral Communication skills 
• Good Written Communication skills 
• Strong Customer and Quality Focus skills 
• Good Problem-Solving and Decision-Making skills 
• Methodical 
• Excellent Planning and Organizing skills 
• Good Time Management skills 

Technical: 

• Proficiency in Keyboarding skills 
• Proficiency in the relevant Software Applications 
• Proficiency in shorthand at a speed of 100-120 w.p.m. 
• Proficiency in typewriting at a speed of 50-55 w.p.m. 
• Knowledge of the operations of Government / Knowledge of the Ministry’s Policies and Procedures 

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 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, plus four to five (4-5) years’ general office experience. 

OR 

• Successful completion of the Certificate 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. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Nil 

AUTHORITY 

• Nil 

Please note that we thank all for responding, but only short-listed applicants will be contacted.