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Senior Secretary (OPS/SS 3), MNS

Date Posted
19th June 2017
Reference
VAC-26105
Sector
Secretarial, Administrative & Clerical
Job Type
Not Vacant
Location
Kingston
Salary
Not Disclosed

Job Summary

Applications are invited from suitably qualified candidates to fill the post of Senior Secretary (OPS/SS 3).

Job Description

JOB PURPOSE:

To provide administrative support to the Senior Director

 

The duties and responsibilities include but are not limited to the following:

KEY RESPONSIBILITIES:

Management/Administration

  • Records , prepares and circulates minutes/notes of meetings
  • Researches and submits information to officers.
  • Checks transcripts for errors
  • Maintains Senior Director’s Diary
  • Coordinates local and overseas meetings & conferences on behalf of Senior Director
  • Prepares letters, memoranda and reports
  • Prepares travel itineraries for local and overseas assignments
  • Records incoming and outgoing mails
  • Liaises and maintains contact information of stakeholders
  • Gathers information from staff/supervisors for preparation of reports
  • Photocopies and collates documents as required
  • Organizes and maintains filing system for safe keeping and easy retrieval of information
  • Receives and screens telephone calls and visitors to the Senior Director.

 

REQUIRED COMPETENCIES:

  • Strong interpersonal and time management skills
  • Good written and oral communication skills
  • Ability to function effectively as part of a team
  • Good planning and organizational skills
  • Good telephone and office etiquette
  • Knowledge of general office administration, systems, processes and practices
  • Ability to demonstrate initiative
  • Good grasp of tact and diplomacy
  • Confidentiality and ability to treat with sensitive matters
  • Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Access, Publisher, Outlook)
  • Ability to use the office machines, e.g. tape recorder, binder, photocopier, computer and fax machine.

 

SPECIALIZED TRAINING/KNOWLEDGE & KNOWLEDGE

  • Customer Service
  • Record Management

 

MINIMUM QUALIFICATION & EXPERIENCE

  • Certificate in Administrative Management (Level 2) – M.I.N.D.
  • Certificate in Secretarial Studies from a recognized institution.
  • Proficiency in typewriting at a speed of 50-55 words per minute;
  • Four (4) CXC or GCE passes including English Language and a numeric subject.
  • Four to five (4-5) years experience in a general office setting with at least two (2) years experience in the secretarial field

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

  • Critical deadlines for completion of assignments.
  • May be required to work beyond the normal working hours
  • May be required to work on weekends and public holidays

 

Salary Scale: $828,588.00 - $984,930.00 Per Annum

 

Please note that we thank all for responding but only shortlisted applicants will be contacted.

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