Senior Secretary (OPS/SS3)

Responsibilities include, but not limited to:

Under the direction of the Head of Unit:

• Co-ordinating meetings, interviews, appointments and conference calls and managing schedules;
• Developing and maintaining a well-organized filing system that permits easy reference and rapid retrieval of information;
• Assisting in the preparation, proofreading and formatting of letters, memos and other correspondences for dispatch based on general instructions;
• Providing general administrative support including arranging the Commission’s identification cards, printing, copying, binding and dispatching of documents as requested;
• Receiving and screening incoming telephone calls, directing calls, taking messages as appropriate and eliciting necessary information to allow timely responses and responding where necessary.
• Preparing agenda, attending meetings, taking, transcribing and distributing minutes as required;
• Providing administrative support with respect to ordering, logging, securing and distributing items of stationery, personal protective gears, CUGs, equipment and goods for teams;
• Ensuring confidentiality and compliance with data protection laws;
• Providing general information to internal and external customers/clients;
• Typing letters, forms and reports for supervisor’s review and signature;
• Dispatching mails, sending emails and scanning documents;
• Maintaining various register logs.

Minimum Required Qualifications and Experience

• Diploma in Secretarial Studies; or
• Certificate in Administrative Management Level 2 (MIND); and
• At least four (4) CXC/GCE including English Language; and
• Three (3) years working experience in a similar position;
• Certificate in Minute Writing would be an asset.

Required Knowledge and Skills

• Knowledge of general office administration practices, procedures and standards;
• Good attention to detail and accuracy in work product;
• Excellent communication skills (both written and oral);
• Good customer service and interpersonal skills;
• Excellent time management skills;
• Proficiency in relevant computer applications;
• Knowledge of inventory management;
• Ability to meet performance and deadline driven output standards.

Thank you for your interest; however, only short listed applicants will be contacted.