Job Information
Executive Secretary (OPS/SS 5)
Company Information
Job Information
Description
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Administrative
Posted
20-03-2023
Job Status
Start Publishing
20-03-2023
Stop Publishing
28-03-2023
Applications are invited to be assigned to/fill the following posts in the Institute of Forensic Science and Legal Medicine (IFSLM): Executive Secretary 2 (OPS/SS 5) (Not Vacant) Executive Office, salary range $2,190,302 – $2,945,712 per annum.
Job Purpose
Under the general direction of the Executive Director, the Executive Secretary is responsible for organizing and administering a range of administrative and secretarial activities related to the Executive Director’s portfolio.
Key Responsibilities
Technical:
- Participates in administrative planning of the Office to ensure that maintenance of commitments and deadlines are kept;
- Ensures that all correspondence of a general or routine nature received by the Executive Director in a timely manner;
- Monitors the progress of activities within the Institute, providing background information, as well as preparing the Executive Director for participation in meetings;
- Participates in the preparation of official documents, Annual Reports, and co-ordination various activities;
- Participates in the planning and organizing of seminars/workshops on the instruction of the Executive Director;
- Organizes and manages the office schedule;
- Monitors and updates activities and appointment for the Executive Director;
- Attends meetings instructed by the Executive Director and reproduces the Minutes and ensures follow-through with post meeting decisions and actions;
- Researches and compiles data, information and confidential files as requested;
- Ensures the maintenance of efficient manual and computerized systems of filing and securing of official and confidential records to facilitate access to information and speedy retrieval;
- Receives and date stamps correspondence and drafts response to routine matters, proof reads for accuracy and ensures they are dispatched;
- Ensures that all correspondence received in the Office are promptly processed and appropriate follow-ups pursued;
- Ensures that meetings are arranged or planned and efficiently co-ordinated;
- Keeps the Executive Director up-to-date on all activities related to the Office;
- Verifies the Monthly Attendance Report for the Annex staff;
- Prepares and submits Itinerary and Per Diem to Permanent Secretary for approval
- Makes travel and accommodation arrangements for the Executive Director when necessary;
- Aids in the preparation of the Institute’s Annual Budget using Microsoft Excel and other related software;
- Assists in the preparation of Corporate and Operational Plan for the Institute using Microsoft Excel, PowerPoint and other related software;
- Works in conjunction with staff to prepare projections and reports;
- Drafts letters and memos for the Executive Director’s signature;
- Drafts responses to customer complaints in respect to the Services and Operations of the Institute;
- Conducts routine checking of the Executive Office Email Account;
- Maintains the Executive Director’s diary (both electronically and written) recording appointments, meetings visit etc. on a day-to-day basis. Confirms, cancels and reschedules appointments on the Executive Director’s behalf;
- Assists with the preparation of the Annual or Special Report;
- Monitors, appraises and conducts evaluations and directs reports in a timely manner.
Required Knowledge, Skills and Competencies
- Good written and oral communication
- Ability to record and transcribe meeting Minutes
- Ability to maintain calendars and schedule appointments
- Ability to create, compose, and edit written materials
- Good organizing and co-ordinating skills
- Demonstrates a high level of integrity
- Proficiency in MS Office software
- Team player with the ability to work on own initiative
- Ability to work under pressure and meet deadlines
- Good customer and quality focus
Minimum Required Qualification and Experience
- 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 seven (7) years’ general office experience;
- 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 seven (7) years’ general office experience; OR
- 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 seven (7) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.
Applications accompanied by résumés should be submitted no later than Monday, 27th March, 2023 to:
Director
Human Resource and Welfare Management and Administration
Institute of Forensic Science and Legal Medicine
2½ Hope Boulevard
Kingston 6
Email: vacancies@ifslmja.gov.com
Please note that only shortlisted applicants will be contacted.
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