Senior Secretary (OPS/SS3)

Reference
VAC-32224
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary
Competitive Salary
Date Posted
09/08/2019
Expiry Date
27/08/2019
Under the supervision of the Director, the incumbent provides secretarial and administrative support services to ensure the efficient and effective operations of the Project Management & Evaluation Branch

 

KEY OUTPUTS

  • Documents Produced;
  • Diary and Electronic tracking system up-to-date;
  • Stationery and office supplies received, stored, distributed and inventorised;
  • Maintenance schedule/Report/Contracts prepared;
  • Telephone/Visitor screened;
  • Information disseminated;
  • Complaints recorded/Maintenance issues dealt with, recorded and incorporated in reports;
  • Travel Itinerary prepared

 

KEY RESPONSIBILITY AREAS

  • Prepare letters, memoranda, reports and documents for supervisor’s signature;
  • Prepare responses to correspondence containing routine enquiries;
  • Open, sort and distribute incoming correspondence, including facsimiles and emails;
  • File and retrieve documents, records and reports;
  • Prepare requisitions for office supplies and maintain record of the distribution of stationery and supplies to members of staff within the Unit;
  • In consultation with Supervisor, maintain and update appointment diary;
  • Provide administrative/secretarial support for the unit by answering telephones, assisting visiting personnel, and resolving and/or referring a range of administrative problems and enquiries;
  • Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for supervisor, which may include arrangements for coordinating travel and accommodation;
  • Establishes and maintains an electronic tracking system for correspondence, files and progress reports.
  • Conduct research to ensure correct and appropriate quotations are included in contract documents prepared for signature;
  • Prepare government contracts to awarded contractor for signing;
  • Prepare monthly and quarterly reports;
  • Investigate complaints by relevant officers and resolve problems as directed by the Director, Project Management and Evaluation
  • Liase with the Officers in the Projects and Allied Services Unit to provide advice on scheduled work to be conducted by the contractor
  • Provides general information to internal and external customers/clients as directed;
  • Perform any other duties assigned

 

PEFFORMANCE STANDARDS

This job is satisfactorily performed when:

  • Documents produced are accurately formatted and produced within the agreed time frame;
  • Diary accurately updated after consultation with Supervisor in accordance with established format and time frame;
  • Electronic tracking system established and updated in a timely manner;
  • Maintenance schedule/Reports/contracts accurately prepared in accordance with established format and within agreed time frame;
  • Telephone calls/Visitors are dealt with in a professional and timely manner in accordance with established guidelines;
  • Travel Itinerary prepared in consultation with officer and in accordance with the established guidelines and within agreed time frame;
  • Information provided should be clear and accurate and within the agreed time frame.

 

REQUIRED COMPETENCIES

The post holder needs to demonstrate the following competencies:

Core Competencies

  • Oral Communication
  • Written Communication
  • Integrity
  • Team Work & Cooperation
  • Initiative
  • Compliance
  • Time Management
  • Initiative
  • Adaptability

 

Technical/Functional Competencies

  • Use of Technology
  • Problem Solving

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

Specific knowledge (however acquired) required to start:

  • Knowledge of the organisation’s mandate and objectives

 

Qualifications and Experience

  • Certificate in Administrative Management Level 2; or
  • Successful completion of the Certified Professional Secretary Course plus two (2) years experience in a Secretarial capacity; or
  • Certificate in Office Administration, graduate of an approved Secretarial/Business School plus three (3) years in a similar environment;
  • Working knowledge in a property management environment.

 

Continuous Professional Development

  • Attend relevant training on emerging trends and practices within the Administrative field

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