Senior Secretary

Senior Secretary

Job Purpose

Under the supervision of the Director, Strategic Planning and Performance Monitoring, the Senior Secretary provides administrative and secretarial services to facilitate the efficient operations of the Division.

Key Responsibilities

• Takes dictation of letters, memos and reproduce;
• Prepares documents on behalf of the Director, Strategic Planning and Performance Monitoring and Corporate Planner within the Division;
• Schedules appointments for meetings and maintains Director’s Diary;
• Prepares documents for submission to meetings/conferences/workshops;
• Attends meetings to record Minutes and reproduces same for circulation;
• Receives, checks and records all correspondence requiring the Director’s attention;
• Receives, screens and gives information to visitors and telephone callers referring them to the Directors or the appropriate persons as the circumstances warrant;
• Updates Director’s contacts information (telephone, email addresses etc);
• Maintains an effective and efficient Filing System that allows for speedy retrieval of documents/information;
• Keeps proper records/files and constantly updating by liaising with the Director and Registry;
• Drafts documents and ensure they are error free, prepared in the appropriate format and conform to established standards.

Required Knowledge, Skills and Competencies

Core:

• Good oral and written communication skills
• Teamwork and co-operation
• Initiative
• Good planning and organizing skills
• Flexibility and adaptability
• Integrity
• Good interpersonal skills
• Manage external relationships

Functional/Technical:

• Excellent typing and note/minute taking skills office administration and procedures
• Sound knowledge of office administration and procedures
• Good knowledge of the operations of Government
• Excellent customer and quality focus 
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems

Minimum Required Qualification 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 to five (4-5) years’ general office experience. OR
• Graduated 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 spread sheets; 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 to five (4-5) years’ general office experience. OR
• Successful completion of the Certified Professional Secretary course; proficient 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 to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Special Conditions Associated with the Job

• There may be high pressure when deadlines are to be met;
• Maybe required to work beyond normal working hours as well as on weekends and holidays.