Executive Secretary 1 (OPS/SS 4)

Summary

Under the general direction of the Information Commissioner, the Executive Secretary provides personal and technical support to the functioning of the Information Commissioner, Deputy Commissioner and the OIC as a whole. Salary Range: 💰 $2,190,302 - $2,945,712 JMD per annum.

Responsibilities

• Management/Administrative:

  • • Manages the office of the Information Commissioner by using initiative to determine the methods to be used to appropriately dispose of matters without bringing them to the attention of the Information Commissioner;
  • • Attends Management Committee meetings and other meetings; records, prepares and disseminate Minutes and action items, as directed by the Information Commissioner;
  • • Liaises with Senior Heads of Sections and personnel within the OIC to facilitate administrative support;
  • • Meets, greets and assists clients and visitors via the telephone and in person;
  • • Maintains office supplies inventory by checking stock to determine inventory level;
  • • Anticipates needed supplies, evaluates new office products, places and expedites orders;
  • • Maintains shared electronic folders containing calendar and contacts in Microsoft Outlook programme to ensure co-ordination;
  • • Takes dictation and reproduces confidential and other correspondences;
  • • Manually logs receipt and dispatch of correspondence and notes items for follow up;
  • • Ensures that all correspondence of a general or routine nature is received by the Information Commissioner in a timely manner;
  • • Handles routine correspondence on behalf of the Information Commissioner, by retrieving and sending correspondence from intranet and internet;
  • • Works closely with staff in the Division to follow up on assignments/tasks;
  • • Keeps the Information Commissioner up-to-date on the status of Project Assignments, Consultants Contracts and Annual Reports;
  • • Updates the Information Commissioner on impending deadlines and outstanding matters;
  • • Drafts letters and memoranda for the Information Commissioner’s signature and updates records;
  • • Performs administrative duties for the Information Commissioner such as faxing, photocopying, mailing and collecting and delivering documents/correspondences;
  • • Creates and maintains an appropriate filing system for the recording and easy retrieval of information;
  • • Maintains the Information Commissioner’s diary (both electronically and written), by recording appointments, meetings, visit etc.;
  • • Prepares weekly itinerary of all OIC Division activities and submits to the Information Commissioner;
  • • Records receipt of all official invites and other special activities that require the Information Commissioner’s attendance and prepares summary sheet;
  • • Recommends changes in administrative policies or procedures to meet new circumstances.

• Technical/Professional:

  • • Conducts research and prepares reports and draft responses to certain correspondences for vetting by the Information Commissioner;
  • • Establishes and maintains a records management system for safekeeping of secret and confidential reports and documents;
  • • Provides accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals;
  • • Creates, transcribes and/or formats a variety of documents, presentations and charts through the effective use of the Microsoft Office suite;
  • • Prepares requisition forms for internal expenditure and submits travel and other reimbursable claims to the appropriate Unit;
  • • Assists in the preparation of the Division’s Corporate and Operational Plans and Annual Budget by using Microsoft Excel or any other related software;
  • • Manages the office details by relieving the Information Commissioner of routine requests and matters; follows established rules and procedures in responding to requests and queries; redirecting items and/or visitors to the relevant personnel;
  • • Interprets instructions and issues arising, and then implement actions according to administrative policies and procedures;
  • • Assists in the review of operational procedures and workflow and suggests improvements;
  • • Keeps abreast of the progress of activities within the OIC, providing background information, as well as preparing the Information Commissioner for participation in meetings;
  • • Prepares pre-conference papers and organizes meeting documents for the Information Commissioner;
  • • Ensures that Information Commissioner receives reports from the direct reports in relation to the Division’s operations by due dates and in the correct format;
  • • Keeps the Information Commissioner abreast of relevant media information/coverage and public opinion as it relates to the OIC;
  • • Makes travel and accommodation arrangements for the Information Commissioner, when necessary;
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Customer and quality focus
  • • Teamwork and co-operation
  • • Integrity
  • • Good interpersonal skills
  • • Compliance
  • • Change management
  • • Good problem-solving and decision-making skills
  • • Ability to use own initiative
  • • Good Planning and organizing skills

• Functional:

  • • Use of technology (relevant computer applications - Microsoft Office Software)
  • • Sound command of the English Language
  • • Records maintenance skills
  • • Ability to record and transcribe meeting Minutes
  • • Ability to create, compose and edit written materials
  • • Ability to maintain calendars and schedule appointments
  • • Ability to work under pressure and meet deadlines

Qualifications

• • Graduate from an accredited school of Secretarial Studies or equivalent training/accreditation;
• • Five (5) years’ general office experience;
• • Proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute;
• • CXC or GCE O’Level English Language;
• • Proficient in the use of Microsoft Office and other computer applications.

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to work beyond normal working hours;
  • • Prolonged use of computer.

Applications accompanied by résumés and two named Referees should be submitted no later than Friday, 7th February 2025 to: Information Commissioner Office of the Information Commissioner 1st Floor, PCJ Building 36 Trafalgar Road, Kingston 10 📧 Email: hr@oic.gov.jm ℹ️ Subject: Executive Secretary 1 (OPS/SS 4) Please note that only shortlisted applicants will be contacted.

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