Senior Secretary (OPS/SS 3) - Strategic Planning and Policy Services Division

Summary

Under the direct supervision of the Senior Director, Policy Analysis, Research and Development, the Senior Secretary is responsible for providing administrative and secretarial support and any other service required to ensure the effective and efficient operation of the Branch. 💰Salary range $1,711,060 - $2,301,186 per annum.

Responsibilities

• • Types and prepares correspondence, reports and documents for the Senior Director, Policy Analysis, Research and Development and members of the Branch;
• • Proofreads documents for accuracy, completeness, and conformity with established formats;
• • Arranges meetings, workshops and conferences involving local and international stakeholders;
• • Takes dictation and Minutes of meetings and transcribes;
• • Prepares agendas for meetings and organizes relevant information and documents;
• • Actions routine correspondence, in accordance with stipulated guidelines;
• • Ensures that all documents/correspondence leaving the Branch are adequately prepared for dispatch;
• • Maintains diary of meetings/appointments for the Director, Planning, Research and Evaluation;
• • Receives and processes incoming mails;
• • Establishes and maintains a filing and record keeping system, to facilitate easy retrieval of files;
• • Receives and makes telephone calls for the Senior Director;
• • Researches and collates data for the Senior Director;
• • Updates manual and electronic records and database;
• • Interfaces with internal/external customers, seeking audience with the Senior Director and deals with matters with given authority;
• • Assists in the preparation and collection of standard, monthly and quarterly reports;
• • Gives general support and manages the routine functions of the Senior Director, to facilitate the availability and easy flow of information.
• • Performs other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Good oral and written communication
  • • Good customer and quality focus
  • • Team work and co-operation
  • • Good interpersonal skills
  • • Compliance
  • • Integrity
  • • Initiative
  • • Good problem solving and decision making
  • • Good planning and organizing

• Technical/Functional:

  • • Use of technology (relevant computer applications)
  • • Sound knowledge of Office Practices and Procedures
  • • Very good typing skills
  • • Excellent records and information management skills;
  • • Ability to record and transcribe minutes;
  • • Ability to maintain calendars and schedule appointments;
  • • Ability to create, compose and edit written materials;
  • • Ability to work under pressure and meet deadlines;

Qualifications

• • CXC or GCE ‘O’ Level English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), 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
• • Graduation 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 spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus four to five (4-5) years general office experience.
OR
• • 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 computer 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 (MIND).

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to work beyond normal working hours;
  • • Prolonged use of computer

Applications accompanied by résumés should be submitted no later than Friday, 13th June, 2025 to: The Permanent Secretary Ministry of Science, Energy, Telecommunications and Transport PCJ Building, 36 Trafalgar Road Kingston 10 ✉️ Email: hr@mtw.gov.jm 📜 N.B. Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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