Senior Secretary (OPS/SS 3)

Key Responsibility Areas:

Technical/Professional Responsibilities 

• Performs 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. 
• Assists in the maintenance of effective client relations by, determining the nature of enquiries from visitors and callers. 
• Maintains an organized filing system and filing Cabinets. 
• Retrieves files/information upon request. 
• Monitors and manages the daily attendance register. 
• Prepares meeting notes and action sheets. 
• Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division. 
• Prepare draft correspondences including responses, letters, memoranda. 

Required Knowledge, Skills and Competencies

Core 

• Excellent organisational skills. 
• Excellent communication skills. 
• Team-oriented with excellent interpersonal skills. 
• Confidentiality. 

Technical 

• Excellent administrative and secretarial skills. 
• Proficiency in word processing and standard computer applications.

Minimum Required Education 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 

• Graduation 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. 

Please note that only shortlisted applicants will be contacted.