Executive Secretary (OPS/SS 4)

Summary

Under the direction of the National Librarian, the Executive Secretary 1 provides secretarial and administrative support to the Office of the National Librarian, to ensure the smooth operation of the Executive Office 💰Salary: $2,190,302 JMD per annum

Responsibilities

• • Performs general administrative duties, such as Word Processing, answering telephones and sending and retrieving correspondences;
• • Receives, sorts and records all incoming correspondence to the Executive Office;
• • Records and distributes documents to the relevant Departments;
• • Keeps and operates the stamp imprest;
• • Makes travel arrangements and prepares Submissions to the relevant Ministry/Authority;

• Provides support for meetings by;:

  • • Making arrangements for venue/meeting room and refreshment, projector, etc.
  • • Recording and transcribing Minutes and ensuring the circulation of Minutes prior to meetings
  • • Drafting agenda and reports for meetings
  • • Preparing and compiling documents for review/circulation
  • • Advising the National Librarian of related actions from Meetings;
  • • Ensuring the circulation of minutes prior to meetings

• Provides Board of Management support by:

  • • Coordinating board meetings
  • • Recording, transcribing and distributing minutes
  • • Maintaining an up to date board member contact list
  • • Preparing/compiling meeting documents and ensuring follow through with post meeting actions and decisions
  • • Maintaining Board binder of all Board meetings documentation
  • • Maintaining an up-to-date Board Member contact list
  • • Maintaining communication with Board of Management Members, as requested;
• • Develops and monitors Calendar and Diary for meetings, appointments, assignments and events for National Librarian;
• • Receives and hosts visitors on behalf of the National Librarian;
• • Organizes and maintains an effective Filing System that allows speedy retrieval of documents/information;
• • Maintains an appropriate system to control and safeguard confidential documents, files and reports;
• • Researches files and consults officers as directed, to procure information needed for replies to correspondence and other requests;
• • Assists in the preparation of the Corporate and Operational Plans;
• • Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority;
• • Processes reports, letters and other documents for dispatch;
• • Ensures that urgent matters are re-routed for immediate attention in the absence of the National Librarian;
• • Arranges for the printing, photocopying and binding of documents as required;
• • Maintains adequate supply of official forms/documents for the Executive Office;

• Provides administrative support for the following Meetings:

  • • Finance and Investment Committee
  • • Audit Committee
  • • Senior Management;
• • Identifies and resolves routine problems and situations that may hinder the effective workflow in the Executive Office;
• • Prepares report as directed;
• • Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
• • Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
• • Performs any other related duties assigned from time to time.

Qualifications

• • Certified Professional Secretary (CPS/CAP) Designation and English Language at CXC or equivalent level;
• • At least five years’ proving support at the executive level plus the appropriate Administrative Management programme at the Management Institute for National Development; or a combination of related training and experience.

Additional Information and Instructions

• Special conditions associated with the job:

  • • May be required to work outside of normal working hours from time to time, to include weekends.

Applications accompanied by résumés should be submitted no later than Thursday, 20th February, 2025 to: Director HRM & Administration National Library of Jamaica 12 East Street, Kingston. 📧 Email: nljhrm@nlj.gov.jm ℹ️ Subject: Senior Executive Secretary (OPS/SS 4) We appreciate all responses, however only shortlisted candidates will be contacted

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