Senior Secretary (Level 4)

Summary

The Senior Secretary is responsible for providing secretarial and administrative support to the Branch. 💰Salary: $1,711,060 - $2,301,185 JMD per annum

Responsibilities

• Key Outputs:

  • • Updated Incoming & Outgoing Log Books
  • • Final Minutes, Action Sheet, and Agenda
  • • Updated Monthly Absence & Punctuality Reports
  • • Stationery Requisition Form
  • • Updated General Files

• Key Responsibility Areas:

  • • Manages the drafting, preparation, and dispatching of correspondence, reports, and other documents within the Branch.
  • • Organizes meetings and functions hosted by the Branch.
  • • Assist with the recruitment process by contacting the shortlisted candidates, preparing packages, administering the assessment process, drafting selection scores, and responding to unsuccessful candidates.
  • • Manages the Incoming and Outgoing calls within the Branch and receives and hosts visitors.
  • • Prepares Monthly Attendance and Punctuality Reports.
  • • Manages the stationery of the Branch by monitoring stock levels and preparing monthly requisitions.
  • • Manages the electronic database by updating it on a daily basis.
  • • Ensures the establishment and maintenance of an effective filing and record-keeping system that allows for security and speedy retrieval of documents/information.
  • • Maintains the Branch Attendance Register.

• Other Responsibilities:

  • • The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are, however, within the capacity, qualifications, and experience normally expected from a person occupying this position.

• Performance Standards:

  • • Documents and correspondence are accurately and neatly typed in accordance with Agency standards.
  • • Confidentiality and integrity are exercised in the execution of duties.
  • • Stipulated deadlines are consistently met.
  • • Appointment diaries are accurately and efficiently maintained.
  • • Harmonious relations are maintained with staff members and external contacts.
  • • Files are easily retrieved and safely stored.
  • • Mails are processed in an effective and timely manner.
  • • Agency policies and procedures are adhered to.

Required Skills

• Required Competencies:

  • • Excellent communication and Interpersonal Skills
  • • Excellent time management and organizing skills.
  • • Ability to work on own initiative and under pressure.
  • • Competence in the use of word processing, spreadsheet and other office computer applications.
  • • Excellent shorthand/note taking skills
  • • Excellent knowledge of office practice and procedures.

Qualifications

• • Certificate in Administrative Management Level 2 or CPS or Diploma in Secretarial Studies from a recognized institution.
• • Four GCE O’Level/ CXC subjects at the General Proficiency level including Mathematics and English Language.
• • Two years related work experience.

Additional Information and Instructions

• Working Conditions:

  • • Typical office environment
  • • No hazardous conditions

No later than Friday, 7 February 2025 You may submit your resumes to: Director, Human Resource Management and Development National Environment & Planning Agency 11 Caledonia Avenue, Kingston 5 📧 Email: hrm@nepa.gov.jm ℹ️ Subject Line: Senior Secretary (Level 4) 🔑 Important: Please include the job title in the subject line of your email. ⚠️ Note: While we appreciate all applications, only shortlisted candidates will be contacted.

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