Senior Secretary (OPS/SS 3)

Summary

Under the direction of the Executive Assistant to the Permanent Secretary, the incumbent is responsible for providing secretarial support to the Permanent Secretary’s Office. 💰Salary: $1,711,060 - $2,301,186 JMD per annum

Responsibilities

• • Types letters, forms and reports for supervisor’s review and signature;
• • Takes, transcribes notes and reproduces documents;
• • Monitors incoming calls/clients, routes and directs accordingly;
• • Schedules appointments, conferences and briefs the Executive Assistant to the Permanent Secretary on the matter before confirming the meetings;
• • Records incoming and outgoing mail and distributes accordingly;
• • Re-routes correspondence to relevant officers/Departments;
• • Receives, date stamps, records, sorts and dispatches all incoming correspondences;
• • Proofreads document for accuracy, completeness and conformity to established formats;
• • Prepares attendance and punctuality report monthly;
• • Establishes and maintains a filing system for correspondence and files;
• • Makes photocopies, sorts and faxes documents to the relevant Agencies;
• • Provides general information to internal and external customers/clients;
• • Responds to customers’ queries on matters relating to the areas of responsibility in keeping with the Citizens Charter guidelines;
• • Performs any other relates duties that may be assigned from time to time.

Required Skills

• • Excellent oral and written communication skills
• • Excellent interpersonal and customer relations skills
• • Excellent problem solving and analytical skills
• • Ability to compose and edit written material
• • Ability to record Minutes and transcribe meeting notes
• • Good time management skills

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;
• • 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

• Special Condition Associated with the Job:

  • • Might be required to work beyond normal office hours from time to time.

Applications, accompanied by résumés, along with the names, telephone numbers and email addresses of two (2) references (one must be a former/current supervisor), should be submitted no later than Monday, 24th February, 2025 to: Director, Human Resource Management and Development Ministry of Legal and Constitutional Affairs 1A Fairway Avenue, Kingston 6 📧 Email: careers@mlca.gov.jm ℹ️ Subject: Senior Secretary (OPS/SS 3) The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.

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