Senior Secretary (OPS/SS 3)

Key Responsibilities

Management/Administrative 

• Prepares and submits performance and other reports relating to the achievement of targets for the Branch, as required, and ensures timely submission of all documents/information requested from the Branch; 
• Maintains quality customer service principles, standards and measurements for the Branch; 
• Develops Individual Work Plan based on alignment with the Branches Unit Plan; 
• Represents the Branch at meetings, conferences and other fora, as needed, in relation to civilianized functions meetings, conferences and other fora as needed in relation to civilianized functions. 

Technical/Professional 

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Organizes meetings for the Director – Finance & Accounts and staff, as necessitated; 
• Maintains the Director’s diary electronically by recording appointments, meetings, visits etc. on a day-to-day basis, and confirms, cancels and reschedules appointment on the Director’s behalf; 
• Attends meetings as required, makes notes and produces Minutes for dissemination and follow-up action; 
• Manually logs receipt and dispatch correspondences; 
• Handles routine correspondence on behalf of the Director, by retrieving and sending correspondence from intranet and internet; 
• Receives and disseminates information on behalf of the Director’s office; 
• Creates and maintains database with weaknesses, recommendations, management response and the implementation status of recommendations; 
• Updates and maintains database with reports and documentation; 
• Assists with formatting and issuance of reports and documents produced by the Director’s office; 
• Follows-up with Agencies/Departments to ensure submission of documents to aid the work of the Director’s office; 
• Maintains monthly attendance reports for the Finance and Accounts Branch; 
• Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official; 
• Addresses matters relating to the general maintenance of the Director’s office; 
• Liaises with internal and external stakeholders; 
• Drafts letters and memoranda for the Director's signature; 
• Conducts research and prepares draft responses to correspondence for vetting by the Director; 
• Keeps abreast of the progress of activities within the JDF, providing background information, as well as preparing briefs for the Director for participation in meetings; 
• Makes travel and accommodation arrangements for the Director/staff, when necessary; 
• Prepares and disseminates internal advisories from the Director’s office to internal stakeholders; 
• Follows-up with entities/divisions regarding submission of management responses to communique; 
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office; 
• Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures, practices and protocols, to be able to respond appropriately to enquiries, requests or issues. 

Human Resources 

• Provides guidance on welfare matters; 
• Maintains harmonious relationships with colleagues. 
• Performs all other related duties and functions, as may be required, from time to time.

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills 
• Good customer & quality focus skills 
• Teamwork & co-operation 
• Sound integrity 
• Compliance 
• Good interpersonal skills 
• Good change management skills 

Technical 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities; 
• Excellent keyboarding dexterity; 
• Working knowledge of statutes, legislations, regulations, policies and procedures that guide the operations of the organization; 
• General knowledge in budget preparation; 
• Knowledge of office management and administrative procedures and practices, including records management; 
• Knowledge of the principles and practices of public administration; 
• Knowledge of research and statistical methods and techniques; 
• Ability to compose correspondence and reports. 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level 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 spreadsheets; 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; 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 computer 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). 

Special Conditions Associated with the Job

• Work will be conducted in an office outfitted with standard office equipment and specialized software. 
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• May be required to travel to meetings and other sessions intra island.
• May be subjected to search based on JDF’s rule 
• Office located some distance from the main entrance; 

Please note that only shortlisted applicants will be contacted.