Executive Secretary 1 (OPS/SS 4) (Band 5)

Summary

Under the supervision of the Chief Technical Director, the Executive Secretary plays a critical role in providing high-level administrative support to the Chief Technical Director of the Health Infrastructure Planning & Project Management Division. This position requires exceptional organizational abilities, discretion, and professionalism to effectively manage the executive office and facilitate seamless communication and coordination within the organization. 💰Salary: $2,190,302 per annum

Responsibilities

• • Administrative support to the Chief Technical Director, including managing schedules, appointments, travel arrangements, and correspondence provided.
• • Materials for meetings, conferences, and presentations coordinated and prepared.
• • Follow-up action and commitments made by the Chief Technical Director coordinated.
• • Confidential and sensitive information maintained with utmost discretion.
• • Activities related to liaison between the Chief Technical Director and internal/external stakeholders provided.
• • Office operations managed.
• • Inquiries handles in a professional and courteous manner.
• • Correspondence, reports, and other documents drafted, edited and proofread.
• • Research conducted.
• • Data compiled and reports prepared.
• • Assistance in the coordination of special projects and events as directed by the Chief Technical Director undertaken

• Technical/Professional:

  • • Schedule and coordinate meetings, appointments, and travel arrangements for the Chief Technical Director.
  • • Prepare agendas, materials, and presentations for meetings and events.
  • • Maintain an organized filing system for documents, records, and correspondence.
  • • Manage incoming and outgoing communication on behalf of the Chief Technical Director.
  • • Monitor and respond to emails, phone calls, and other inquiries in a timely manner.
  • • Ensure that office supplies and equipment are well-maintained and stocked.
  • • Assist in budget tracking and expense reporting as needed.
  • • Coordinate logistics for internal and external meetings, including venue bookings and catering.
  • • Greet visitors and guests in a professional and welcoming manner.
  • • Manage the Chief Technical Director’s calendar and remind of upcoming appointments and deadlines.
  • • Draft and edit internal and external communications, including memos, letters, and reports.
  • • Research and compile information for reports, presentations, and special projects.
  • • Coordinate and track action items from meetings and follow up on progress.
  • • Handle confidential information with discretion and maintain data security protocols.
  • • Support the Chief Technical Directorin decision-making by providing relevant information and updates.
  • • Collaborate with other team members to ensure smooth coordination and effective communication.
  • • Assist in the preparation of annual reports, strategic plans, and other organizational documents.
  • • Participate in staff meetings, take minutes, and follow up on action items.
  • • Coordinate travel arrangements, accommodations, and logistics for official trips.
  • • Monitor and track deadlines, deliverables, and key milestones for projects.
  • • Liaise with external partners, stakeholders, and government agencies on behalf of the Chief Technical Director.
  • • Assist in the preparation and submission of grant proposals, funding applications, and donor reports.
  • • Provide support in organizing training sessions, workshops, and seminars as needed.
  • • Maintain a high level of professionalism and confidentiality in all interactions.
  • • Continuously seek opportunities for personal and professional development to enhance job performance and effectiveness.

• Data Protection:

  • • Ensure compliance with data protection laws and regulations, and other relevant standards.
  • • Implement security measures to protect data from breaches and unauthorized access.
  • • Ensure that regular audits are conducted and assessments of data protection practices to ensure compliance.

• Other Responsibilities:

  • • Performs other related duties that may from time to time be assigned.

• Performance Standards:

  • • Schedule at least 95% of the Chief Technical Director’s appointments accurately and efficiently.
  • • Produce and distribute all correspondence within 24 hours ofrequest.
  • • Successfully coordinate at least 90% of events without major issues.
  • • Maintain organized records with zero instances of misplaced or lost documents.
  • • Respond to incoming communications promptly, with a maximum response time of 2 hours during working hours.
  • • Prepare accurate meeting agendas and minutes for all relevant meetings.
  • • Provide research support with a minimum of 95% accuracy in data compilation.
  • • Facilitate inter-departmental communication with a proactive approach to fostering collaboration.
  • • Maintain absolute confidentiality in handling sensitive information at all times.

Qualifications

• • Four (4) CXC/GCE O’ Levels (or equivalent) including English Language; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more;
• • Five (5) years general office experience.
OR
• • Successful completion of the Certified Professional Secretary Course; English Language at CXC/GCE ‘O’ level; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more; Training in the relevant software applications e.g. word processing, database and spreadsheet;
• • Graduate from an accredited school of Secretarial Studies; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more; Training in the relevant software applications e.g. word processing, database and spreadsheet;

Additional Information and Instructions

📍Kindly submit a cover letter and resume along with the names, telephone numbers, and email addresses of two (2) references, one of whom must be a former or current supervisor. Applications with résumés are to be submitted no later than April 4, 2025, to: Senior Director Human Resource Management & Development Ministry of Health & Wellness 40 Knutsford Boulevard Kingston 5 📧 Application can be sent via email to: jobs@moh.gov.jm 📜 N.B. Please include the job title in the subject line of your email. The Ministry of Health & Wellness thanks all applicants for their interest, but only those shortlisted will be contacted.

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