Senior Secretary (OPS/SS 3)

Summary

Reporting to the Director, Planning & Evaluation, the Senior Secretary is responsible for providing secretarial and administrative support to the Planning & Evaluation Unit, to ensure the effective and efficient functioning of the Unit. 💰Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• • Composes letters/memoranda from general instructions;
• • Responds to routine and other correspondence as directed;
• • Reproduces briefs and reports as instructed by the Director, Planning & Evaluation;
• • Takes dictation and reproduces notes in an accurate and presentable manner;
• • Processes incoming and outgoing correspondence and distributes them in accordance with established guidelines;
• • Assembles and disseminates information to internal and external personnel as requested;
• • Retrieves documents/information as required by the Director in accordance with established standards;
• • Maintains a record of the movement of files/correspondence within the Unit;
• • Develops and maintains databases;
• • Makes logistic arrangements (booking of room, inviting participants etc.) for meetings hosted by the Director, Planning & Evaluation;
• • Prepares Agendas for meetings and organises relevant materials and documents;
• • Records and reproduces Minutes at meetings and circulates same to relevant stakeholders in accordance with established guidelines;
• • Operates office equipment such as photocopier, fax machine in support of the work of the Director and the Unit;
• • Maintains schedules of meetings and special appointments for the Director, Planning & Evaluation, advising of matters requiring prompt attention;
• • Receives and makes telephone calls for the Director, Planning & Evaluation and other staff in the Unit;
• • Receive/hosts visitors to the Director, Planning & Evaluation;
• • Establishes and maintains a system for the control of confidential files that allows for security, and speedy retrieval of documents/information in accordance with established standards;
• • Conducts research, compiles information and prepares report.

Required Skills

• • Good oral and written communication skills
• • Excellent command of the English language
• • Excellent typing and shorthand skills
• • Good Interpersonal skills
• • Good time management and organizing skills
• • Research skills
• • Results oriented
• • Confidentiality and Integrity
• • Sound judgement
• • Knowledgeable of the Ministry’s functions, policies and procedures
• • Initiative (ability to work without supervision and work under pressure)
• • Sound knowledge of record keeping and records/file management techniques
• • Sound knowledge of office procedures
• • Proficiency in the use of relevant computer software including spreadsheet and other computer applications.

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 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.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than Thursday, 24th April, 2025 to: Senior Director Human Resource Development and Management Office of the Prime Minister 1 Devon Road Kingston 10 ✉️ Email: jobs@opm.gov.jm ℹ️ Subject: Senior Secretary (OPS/SS 3) ⚠️ Note: Only shortlisted applicants will be contacted.

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