Senior Secretary (OPS/SS 3) – Regional Office

Qualifications 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 (4) to five (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 spreadsheets; 
• 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 (4) to five (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 software applications and 
• Four (4) to five (5) years general office experience; plus 
• The appropriate Office Professional Training Course at the Management Institute for National Development. 

Specific Knowledge, Skills & Competencies:

• Knowledge of general administrative practices and principles; 
• Knowledge of the Region’s policies and procedures 
• Excellent oral and written communication skills 
• Customer and Quality Focus 
• Teamwork and Cooperation 
• Results oriented 
• Planning, organizing and multi-tasking skills 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) 
• Strong decision-making skills 
• Ability to interact with staff at all levels in a fast-paced environment. 
• Ability to work independently with little or no supervision

Key responsibilities will include:

Administrative Responsibilities 

• Providing secretarial support services to the Corporate Services Division:
  • placing and/or screening calls; 
  • recording and transcribing minutes of meetings; 
  • typing and/or filing confidential documents; 
  • maintaining an appointment diary; 
  • making and/or handling enquiries. 
• Co-ordinating Unit meetings for the Senior Director, Corporate Services.
• Co-ordinating activities to facilitate the effective management of services within the Division.
• Communicating as instructed with Heads of Units, individuals, on behalf of the Division to allow for improvement and further effectiveness in the operations of the Unit; 
• Assisting with the compilation of quarterly and monthly reports on the activities of the Division; 
• Updating and maintaining payment database for the Division; 
• Assisting with compiling and submitting Payments report as requested by the Senior Director;
• Assisting with preparing commitment vouchers/purchase orders for the office of the Senior Director. 

Administrative Responsibilities 

• Disseminating information for meetings to relevant staff/officers; 
• Recording and producing minutes of meetings and ensuring dissemination of same;
• Reading and analysing incoming memoranda, submissions and reports, to determine their significance and plan their distribution; 
• Preparing written responses to routine enquires as requested by the Senior Director;
• Preparing and modifying documents including correspondence, reports, drafts, memoranda and emails; 
• Coordinating and facilitating the flow and distribution of information between the Senior Director’s Office and the Corporate Services Unit; 
• Liaising with Directors and Programme Managers in order to follow-up on matters as well as to get information for various purposes. 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED