Senior Secretary

Summary

Under the general direction of the Principal Director, HR Policy, the incumbent provides administrative support services to the Branch that enhances the Principal Director’s Office and the operations of the Branch in general.

Responsibilities

• • Take shorthand dictation and reproduce confidential and other
• • correspondence;
• • Typing all necessary correspondence for dispatch;
• • Recording all mail received and issued;
• • Arranging for the printing, photocopying, binding, dispatch etc of documents produced by the Principal Director
• • Helping design and maintain an effective filing system;
• • Dealing with urgent correspondence, faxes and emails
• • Being fully appraised as to the operations of the Branch;
• • Advising callers with whom to communicate in the Branch regarding specific issues;
• • Advising callers of the whereabouts of those with whom they wish to meet or speak and offering to take messages in their absence;
• • Directing queries to the appropriate officer/s
• • Maintaining the diary of the Director, HR Policy & Information Branch
• • Keeping track of the movements of all staff;
• • Where the need arises, arrange meetings etc, including the location, agenda and relevant documents
• • Taking minutes at meetings where directed to do so and circulating them as required.
• • Performs other related duties and responsibilities that may be assigned from time to time

Desired Traits and Characteristics

• • Job Attitude - Demonstrate a positive job attitude
• • Communication - Possess excellent written and oral communication skills
• • Initiative & Judgment - Ability to exercise initiative and sound judgment
• • Integrity/Ethics - Possess good integrity and ethical standards
• • Customer Relations - Maintain good internal and external customer relations
• • Official Conduct - Demonstrate proper official conduct
• • Interpersonal Skills - Possess excellent interpersonal skills
• • Quality of Output - Deliver output of a consistently high quality
• • Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
• • Maintains knowledge of the Branch’s operations, working knowledge of the policies, procedures practices and protocols so as to be able to respond appropriately to enquiries, requests or issues;

Qualifications

• • At least three (3) years’ experience in a similar position.
• • Four (4) CXC including English and Mathematics,
• • Professional Secretarial Certification or Administrative Management Level 2

Additional Information and Instructions

📅 Applications Deadline: Thursday, November 21, 2024 📍 Submit Applications to: Senior Director, Human Resource Management & Development Human Resource Management and Development Branch Ministry of Finance and the Public Service 30 National Heroes Circle, Kingston 4 📧 Email: hrapplications@mof.gov.jm 📝 Please ensure the job title of interest is included in the subject line. 🙏 Thank you to all applicants for your interest. Only shortlisted candidates will be contacted.

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