Senior Recording Secretary

Senior Recording Secretary

JUNE/2024

JOB POSTING

SENIOR RECORDING SECRETARY

The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of SENIOR RECORDING SECRETARY (LEVEL 6).

 JOB SUMMARY

Reporting to the Director of Secretariat, the Senior Recording Secretary is required to provide high level logistical, administrative and records management support to the University Council and its committees. The position is responsible for the accurate documentation, recording and dissemination of official University Council and committee minutes. The incumbent is responsible for ensuring that all discussions, decisions and actions are documented with precision and clarity. This position requires exceptional organizational skills, attention to detail and discretion in handling sensitive and confidential information. The Senior Recording Secretary serves as a key liaison between the University Council, executive management and external stakeholders.

 PRIMARY RESPONSBILITIES

• Attend and record minutes for meetings of the University Council and Sub-Committees.
• Capture detailed and accurate minutes of discussions, decisions, action items and resolutions in real time during meetings.
• Summarizes Council submissions, notes and other documents submitted for consideration by the University Council and its committees.
• Prepare minutes promptly following each meeting, incorporating feedback and revisions where necessary to ensure accuracy.
• Prepares and circulates under the direction of the Director of Secretariat, agendas, submissions, notes and other documents for meetings, to Council Members and other officials prior to meetings.
• Maintain an organized and secure repository of approved minutes and related documentation, ensuring accessibility and confidentiality as needed.
• Manage the logistical arrangements to facilitate Council and committee meetings.
• Maintains register of documents for the University Council committees assigned; processes and circulates documents to committee members.
• Maintains record of Destruction Certificates for Council and committee documents.
• Manages the flow of correspondence and makes necessary referrals to ensure the timely response to requests.
• Responds to routine queries from the Council Chairman, President and other Vice Presidents and refers unusual requests to the Director.
• Provides information on the procedures involved in the conduct of Council and committee meetings.
• Participates in the development of training material on Council meeting processes.
• There may be additional duties in accordance with improved or enhanced organization wide goals and objectives.
• Job duties and requirements are liable to variation in the future to reflect changes in clients’ need and organizational requirements.

PERFORMANCE STANDARDS

• Confidentiality, integrity and professionalism displayed in the execution of duties and personal conduct.
• Records of meetings are kept secured and are accessible to stakeholders with clearance.
• Recording of proceedings and decisions at Council and committee meetings are accurate and completed in a timely manner.
• Sensitized to the policies, procedures and regulations of the Secretariat, the University and encouraged to adhere to them.
• Maintaining an efficient and effective records management system.
• Efficient and effective secretariat services and support provided to the Council and its committees.

REQUIRED KNOWLEDGE & EXPERIENCE

• Bachelor’s degree in in English, Communications, Business Administration or a relevant field.
• Certified Professional Secretary (CPS)/Certified Administrative Professional (CPA) designation preferred.
• High level extensive experience in recording, transcribing and disseminating confidential and classified minutes.
• High level experience in meeting practice and procedures.
• Minimum of five years’ experience performing similar duties.
• Familiarity with university governance structures and policies.
• Proficiency in office productivity software and meeting management tools.
• Possess the ability to utilize various digital tools and technologies to complete job tasks efficiently.

 REQUIRED COMPETENCIES:

•  Works collaboratively in a team and across different professional groups.
• Excellent interpersonal and customer service skills.
• Professional attitude and confidentiality.
• Excellent relationship building skills.
• Excellent grasp of the English language.
• Excellent notetaking and report writing skills.
• Excellent listening and recording skills.
• High level of reading fluency and writing proficiency.
• Excellent knowledge of office practices and procedures.
• Strong editing and proof-reading skills.
• Good coordination and organizational skills.
• Knowledge of records management systems.
• Knowledge regarding the procedures and protocols for the conduct of Council and committee meetings.

 Interested persons should send their application and resume by July 6, 2024 to:

Director/Deputy Registrar, Human Resources & Administration

P.O. Box 8081

Kingston