Senior Secretary (OPS/SS 3)

Summary

To provide secretarial and administrative support to the office of the Permanent Secretary. 💰Basic Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• • Performs stenographic duties for the production of letters, memoranda, Minutes and other official documents;
• • Receives telephone calls and visitors, makes appointments, and confirms meetings;
• • Monitors all inquiries directed to the office and provides where possible, necessary advice or information required by clients;
• • Maintains schedule of all appointments and official engagements of the Permanent Secretary and issues reminders to ensure fulfilment;
• • Assists in the maintenance of effective client relations, by determining the nature of enquiries from visitors and callers;
• • Acts as a liaison between the Permanent Secretary and other staff to disseminate information and instructions, as needed;
• • Orders and maintains inventory on stationery used in the Division;
• • Provides necessary logistic support in organizing meetings, by arranging venues, informing attendees, and other related activities;
• • Establishes and maintains a records management system/procedure for the Division;
• • Performs follow ups to secure timely response from internal and external entities, in respect to letters and memoranda emanating from the Division;
• • Prepares draft responses, letters, memoranda, reports and notes of meetings;
• • Performs other related activities, as requested.

Required Skills

• Core:

  • • Excellent organisational skills
  • • Excellent oral and written communication skills
  • • Team-oriented with excellent interpersonal skills
  • • Confidentiality

• Functional/Technical:

  • • Performs stenographic duties for the production of letters, memoranda, minutes and other official documents;
  • • Receives telephone calls and visitors, makes appointments, and confirms meetings;
  • • Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients;
  • • Maintains schedule of all appointments and official engagements of the Manager and issues reminders of ensure fulfilment;
  • • Assists in the maintenance of effective client relations by, determining the nature of enquiries from visitors and callers;
  • • Acts as a liaison between the Permanent Secretary and other staff to disseminate information and instructions as needed;
  • • Orders and maintains inventory on stationery used in the Division;
  • • Provides necessary logistic support in arranging meetings by arranging venues, informing attendees, and other related activities;
  • • Establishes and maintains a records management system/procedure for the Division;
  • • Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division;
  • • Prepares draft responses, letters, memoranda, reports, and notes of meetings;
  • • Performs other related activities, as requested.

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 Monday, 30th June, 2025 to: Senior Director, Human Resource Management and Development Ministry of Economic Growth and Job Creation 7th Floor, The Towers 25 Dominica Drive Kingston 5 📧 Email: human.resources@megjc.gov.jm 🔑 Important: Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted

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