Senior Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional: 

• 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 Permanent Secretary and issues reminders to ensure fulfilment; 
• Assists in the maintenance of effective client relations, by determining the nature of enquiries from visitors and callers; 
• Acts as a liaison between the Permanent Secretary and other staff to disseminate information and instructions, as needed; 
• Orders and maintains inventory on stationery used in the Division; 
• Provides necessary logistic support in organizing meetings, by arranging venues, informing attendees, and other related activities; 
• Establishes and maintains a records management system/procedure for the Division;
• Performs follow ups to secure timely response from internal and external entities, in respect to letters and memoranda emanating from the Division; 
• Prepares draft responses, letters, memoranda, reports and notes of meetings;
• Performs other related activities, as requested. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent organisational skills 
• Excellent oral and written communication skills 
• Team-oriented with excellent interpersonal skills 
• Confidentiality 

Functional/Technical: 

• 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 provide 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; 
• Acts as a liaison between the Permanent Secretary and other staff to disseminate information and instructions as needed; 
• Orders and maintains inventory on stationery used in the Division; 
• 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 Division;
• Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division; 
• Prepares draft responses, letters, memoranda, reports, and notes of meetings;
• Performs other related activities, as requested. 

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 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. 

Please note that only shortlisted applicants will be contacted