Senior Secretary - Licensing & Registration

Provide administrative support duties to the Director of Licensing & Registration, including telephone calls and email screening, maintaining calendars, scheduling of meetings, preparation of minutes, and other duties as needed or assigned.

Senior Secretary (L&R)

ROLE & CORE FUNCTIONS OF JOB

Provide administrative support duties to the Director of Licensing & Registration, including telephone calls and email screening, maintaining calendars, scheduling of meetings, preparation of minutes, and other duties as needed or assigned.

KEY FUNCTIONS AND DUTIES

• Be knowledgeable of the role and functions of the Commission to enable response to incoming calls and routine correspondence.
• Prepare responses to queries related to the Division and route other queries to the appropriate officers.
• Route files and correspondence from the Director to the Senior Licensing & Registration Officers and other relevant officers, ensuring that confidential outgoing documents are handed directly to the appropriate officer.
• Make, receive and screen telephone calls and assist the Director by responding to enquiries and taking appropriate actions.
• Make and inform Director of appointments and ensure that timely reminders are given.
• Type correspondence and other documents.
• Maintain an up-to-date filing system for all letters, documents, minutes of meetings and memoranda related to the Licensing & Registration Division.
• Ensure that appropriate action is taken on files which are submitted to the Director.
• Liaise with other Secretaries to secure information and collect data as may be required.
• Collect and collate papers required for Tribunal and Courts Hearings and Appeals in consultation with the Director.
• Maintain a list of documents distributed to relevant persons in respect of Tribunal and Court Hearings and Appeals.
• Prepare and type statements of matters to be dealt with following these meetings and distribute them to relevant officers for action.
• Compose routine correspondence on instructions from the Director
• Arrange for Officers to deal with various matters on which the Director requires action from time to time.
• Maintain a "bring up" or "diary" system for matters requiring follow-up.
• Maintain files of newspaper clippings on the activities and developments in the industry.
• Liaise with members of the Tribunal, Legal Representatives, personnel from other agencies and other relevant parties to arrange dates and times for Tribunal Hearings.
• Liaise in a timely manner with the Office Manager on the dates of meetings and Tribunal Hearings to facilitate provision of necessary accommodation and refreshment.
• Contact licensees in a timely manner to collect their licences.
• Maintain database for collected and uncollected Licences.
• Dual custodian for gaming machines Discs & Licence Paper
• Update Gaming Management System with information pertaining to collection of licences and/or licence discs
• Record, open and distribute incoming mails for the Division.
• Attend and record divisional meetings
• Prepare and distribute minutes of meetings.
• Ensure that accommodations are confirmed for L & R personnel.
• Other related duties that may be assigned from time to time.

• Circulate to all relevant persons, papers related to Tribunal and Court Hearings and Appeals.

• Request information on behalf of the Director to enable pertinent matters to be dealt with.

LIAISE WITH

Internally

• Directors
• Heads of Departments
• Other BGLC Staff

Externally

• Members of the Public
• Licensees
• Government Agencies

 AUTHORITY:

• To receive incoming mail and correspondence directed to the Director’s office.
• To screen telephone calls and visitors.
• To make appointments for the Director.
• To permit/bar entry to the files pertaining to the work of the Director.

QUALIFICATION AND EXPERIENCE

• Certified Professional Secretary (C.P.S.) Training or Diploma in secretarial studies from a recognized accredited tertiary institution
• Two (2) years experience as a Senior Secretary.

 SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Utmost confidentiality is required.
• Required to work outside normal working hours from time to time.

 NATURE AND SUPERVISION RECEIVED:

Supervision is received as necessary for information and to monitor effectiveness/accuracy.

 REQUIRED SKILLS – the incumbent must demonstrate the following:

• Excellent interpersonal skill              
• Team building Skills
• Analytical skills
• Decision making skills
• Effective verbal, listening and written communications skills
• Time management skills
• Stress management skills
• Computer skills including spreadsheet and word-processing programs

PERSONAL ATTRIBUTES

• Be honest and trustworthy
• Be respectful
• Possess cultural awareness and sensitivity
• Be Flexible
• Demonstrate sound work ethics

 PERFORMANCE CRITERIA

This job is executed in a satisfactory manner when:

• Confidentiality of information is preserved.
• Deadlines are consistently met.
• The Director is informed in a timely manner of telephone calls, messages and appointments.
• Effective filing and "bring up" systems are maintained.
• Correspondence is typed timely and accurately.
• Good working relationships are fostered and maintained.
• Accurate and timely reproduction of Minutes/Reports of meetings.

• Professionalism is consistently maintained.

 WORKING CONDITIONS

Typical office environment, no adverse working conditions

Interested persons should submit resumé and application letter addressed to

the Director of Human Resources & Administration

Application Deadline: Tuesday, October 10, 2023

We thank all applicants for their interest, however only shortlisted candidates will be contacted.