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Job Information Senior Secretary (OPS/SS 3) – (3 posts) Company Information

Company Government of Jamaica

Website http://bit.ly/GOJJobListing

Contact Name Office of the Services Commission

Contact Email communications@osc.gov.jm

Job Information

Job Type Full-time

Department Executive Agency

Category Administrative

Posted 03-12-2022

Job Status

Start Publishing 03-12-2022

Stop Publishing 16-12-2022

Description

Applications are invited for the following posts in the National Library of Jamaica: Senior Secretary (OPS/SS 3) (3 posts) – (2 Vacant and 1 Not Vacant), salary range $1,370,094 $1,842,625 per annum and any allowance(s) attached to the post.

Job Purpose

The Senior Secretary provides administrative and secretarial support to ensure the smooth operation of the User Services and Conservation Division.

Key Responsibilities

Professional/Technical:

Performs general administrative duties such as word processing, answering telephones, faxing and retrieving and sending electronic and/or printed correspondences;
Provides support for the User Services and Conservation Division as directed;
Provides support for the Audio-visual and Micrographics Branch as required;
Provides support for the following Committees’ Building and Facilities, Disaster Management, Preservation and Conservation, Procurement and Staff Meetings by;
Making arrangements for venue/meeting room and refreshments, projector, etc.
Recording and transcribing Minutes
Drafting Agenda and reports for meetings
Preparing and compiling documents for review/circulation
Ensuring the circulation of Minutes prior to meetings
Develops and monitors calendar and diary for meetings, assignments and events;
Organizes and maintains an effective Filing System that allows security and speedy retrieval of documents/information;
Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
Monitors telephone calls, records message and makes contact with internal/external personnel to obtain or impart information within scope of Authority;
Schedules appointments, meetings and events;
Maintains the Diary of appointments and timelines for the Director and or Manager as directed;
Processes reports, letters and other documents for dispatch;
Ensures that urgent matters are re-routed for immediate attention in the absence of Manager/Director;
Makes photocopies and collates documents as required;
Prepares and maintains adequate supply of official forms/documents in area of responsibility;
Provides relief support for the switchboard;
Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
Prepares report as directed;
Maintains database as required; Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

Good oral and written communication skills
Customer and quality focus
Teamwork and co-operation
Administrative Management
Data Management
Good Records Management
Information Communication Technology
Good planning and organizing skills
Knowledge of office protocol, practices and procedures
Knowledge of the Organizational/Department’s role and function
Ability to use judgment and initiative

Minimum Required Qualification and Experience

Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level or;
Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience;
Training in the use of the relevant software applications.

Special Conditions Associated with the Job