Senior Secretary (OPS/SS 3)

Summary

Reporting to the Permanent Secretary the incumbent is responsible for providing secretarial services and managing the routine functions of the office. 💰Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• • Receives, opens, sorts and distributes incoming correspondence, files and other materials;
• • Maintains an electronic data retention and tracking system;
• • Types letters and memoranda for the Permanent Secretary;
• • Types letters for distribution;
• • Prepares response from correspondence for signature;
• • Maintains an appointment diary/calendar to facilitate smooth and effective communication between the Permanent Secretary, and internal/external customers;
• • Develops and maintains a filing system to facilitate easy access and retrieval;
• • Follows up on files and correspondence leaving the office;
• • Researches files for data relevant to Local Government Authorities and prepares status report;
• • Takes and transcribes minutes of meetings and distribute to the relevant officers;
• • Takes/screens and make telephone calls;
• • Provides prompt, efficient and effective delivery of support services;
• • Request stationery for all officers in the Unit.
• • Other such duties and responsibilities as may be determined from time to time.

Required Skills

• Core:

  • • Excellent oral and written communication skills;
  • • Excellent planning and organizing skills;
  • • Excellent customer relations skills;
  • • Good interpersonal skills.

• Functional:

  • • Excellent knowledge of protocol for meetings;
  • • Excellent shorthand and typing skills;
  • • Proficiency in the relevant computer applications;
  • • Good knowledge of filing systems and methods;
  • • Sound planning and organizing skills;
  • • Sound judgment and initiative.

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;retarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a
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 Monday, 16th June, 2025 to: Senior Director Human Resource Management and Development Ministry of Local Government and Community Development 61 Hagley Park Road Kingston 10 ✉️ Email: hrd@mlgcd.gov.jm 📜 N.B. Please include the job title in the subject line of your email. ⚠️ Note: ONLY PERSONS WITH THE REQUISITE QUALIFICATIONS AND EXPERIENCES ARE TO APPLY. Please note that only shortlisted applicants will be contacted.

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