Senior Secretary (OPS/SS 3)

Summary

The incumbent will be responsible for providing secretarial and administrative support to the Committee Administration and Research Coordinator. 💰Basic Salary: $1,711,060 - $2,301,186 JMD per annum

Responsibilities

• Technical/Professional:

  • • Types correspondence, reports and other documents, as required;
  • • Composes letters and memoranda, as required, and submits for review;
  • • Establishes, updates, maintains and controls computerized and manual confidential files
  • • Takes Minutes at meetings;
  • • Organises and maintains proper filing system;
  • • Maintains appointment diary and reminds of appointments, in advance;
  • • Prepares Agendas for meetings and recognizes relevant information and documents;
  • • Ensures that the weekly schedule is prepared and distributed to all members of staff and all other relevant bodies;
  • • Keeps an up-to-date list of all Committees of the Houses of Parliament;
  • • Assists with the reproduction of documents for Committee meetings;
  • • Receives and screens telephone calls and directs them accordingly;
  • • Answers general enquiries regarding the Branch;
  • • Performs other related functions assigned from time to time.

Required Skills

• • Good time management and organizational skills
• • Excellent oral and written communication skills
• • Must be able to work under pressure
• • Excellent planning and organizing skills
• • Excellent interpersonal and team building skills
• • Ability to work on own initiative
• • Proficient in the use of computer applications

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
• • 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 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; 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 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 Tuesday, 4th February, 2024 to: Clerk to the Houses Houses of Parliament Gordon House 81 Duke Street Kingston 📧 Email: clerk@japarliament.gov.jm ℹ️ Subject: Senior Secretary (OPS/SS 3) 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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