Executive Secretary 2 - Executive Office

Summary

Under the direct supervision of the Permanent Secretary, the Executive Secretary provides efficient and effective secretarial and administrative support with respect to the smooth operations and optimum output of the Executive Office.

Responsibilities

• • Composes letters/memoranda from general instructions;
• • Responds to routine and other correspondence, as directed;
• • Takes dictation and reproduces notes in an accurate and presentable manner;
• • Researches and compiles information, as requested;
• • Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced.
• • Organises meetings hosted by the Executive Office;
• • Prepares agendas for meetings and organises relevant information and documents;
• • Takes Minutes at meetings, reproduces and distributes in accordance with established guidelines
• • Maintains schedules of routine and special appointments for the Executive Office, advising of matters requiring prompt attention;
• • Makes travel arrangements and prepares itinerary for local and overseas business trips;
• • Receives and makes telephone calls on behalf of the Permanent Secretary;
• • Receives/hosts visitors to the Executive Office.
• • Maintains effective filing system that allows security and speedy retrieval of documents/information in accordance with established standards;
• • Records all mails received.
• • Maintains adequate supply of stationery and other office supplies for the Executive Office;
• • Undertakes assignment specific to the Executive Office, as directed;
• • Assists in preparation and collection of standard reports;
• • Identifies and resolves minor problems and situations that affect the effective flow of work in the Executive Office;
• • Maintains a high level of confidentiality;
• • Performs any other related duties that may be assigned from time to time.

Desired Traits and Characteristics

• • Good oral and written communication skills;
• • Good problem-solving and decision-making skills;
• • Good planning and organizing skills;
• • Teamwork and co-operation;
• • Ability to use own initiative;
• • Integrity;
• • Good interpersonal skills;
• • Managing external relationships.
• • Excellent Customer and Quality Focus;
• • Sound knowledge of general office procedures and practices;
• • Good research and information gathering skills;
• • Sound knowledge in technical/administrative functions;
• • Sound knowledge of Government of Jamaica (GoJ) policies and procedures;
• • Proficiency in use of Microsoft Office Suite and other relevant computer applications and systems.

Qualifications

• • 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 seven (7) 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 seven (7) years’ general office experience.
• • Successful completion of the Certified Professional Secretary course; proficiency 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 seven (7) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Additional Information and Instructions

🗓️ Application Deadline: Applications, accompanied by résumés, should be submitted no later than Monday, 9th December, 2024 to: 👤 Director, Human Resource Management and Development Ministry of Culture, Gender, Entertainment and Sport 4-6 Trafalgar Road Kingston 5 📧 Email: careeropportunities@mcges.gov.jm ℹ️ Subject: Director - Executive Secretary 2 (OPS/SS 5) (Band 6) - Executive Office 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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