Job Information Senior Secretary (OPS/SS 3) 2 Posts Company Information
Contact Name Office of the Services Commission
Contact Email
Job Information
Job Type Full-time
Department Executive Agency
Category Administrative
Posted 21-03-2023
Job Status
Start Publishing 21-03-2023
Stop Publishing 27-03-2023
Applications are invited to fill the following vacant posts in the Jamaica Library Service: Senior Secretary (OPS/SS 3) (2 posts) (Headquarters), salary range $1,370,094 – $1,842,625 per annum.
Job Purpose:
  • Provides administrative support and secretarial services that enhance the Director’s Office and the operations of the Division in general;
  • Co-ordinates the activities of the Office, organizes meetings and manages/monitors the Director’s Calendar, drafts reports and other documentation;
  • Serves as liaison between the other Divisions, Regional Offices and Parish Library Networks;
  • Ensures a proper Records Management System is maintained to allow for the efficient operation of the Division and the timely delivery of service to the different Stakeholders;
Key Responsibilities
  • Manages the calendar of schedules and appointments on behalf of the Director;
  • Prepares audio visual presentations as appropriate; prepares briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed;
  • Reviews, collates and edits reports for submission to the Director General and other Stakeholders as directed;
  • Composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential;
  • Produces and distributes Action Sheets, Notes/Minutes of Meetings; follows up on actions to be taken;
  • Co-ordinates all activities related to the preparation of the Division’s Operational Plan,
  • Individual Work Plans, Performance Appraisal Reports, Leave Schedules and Training Needs Analysis to ensure submission within stipulated deadlines;
  • Communicates directly on behalf of the Director to staff, external clients’/customers stakeholders and others, on matters related to the Director’s Office;
  • Functions as a liaison for smooth communication between the Director’s Office and internal and external stakeholders in a manner that serves to maintain credibility, trust and support;
  • Ensures visitors and incoming calls to the Director’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other actions are taken as deemed appropriate
  • Works closely with the Director to keep him/her well informed of upcoming commitments 
  • and schedules and follow-up as appropriate;
  • Processes all correspondence addressed to the Director; and routes correspondence and documents as appropriate to allow for the efficient operation of the Division;
  • Conducts on-line and off-line research on routine matters at the request of the Director;
  • Co-ordinates the receipt, distribution and dispatch of files and correspondence within the Division to ensure that matters are settled in accordance with service standards;
  • Ensures confidential files and records management systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards;
  • Maintains and updates databases, consults with Information Systems Personnel regarding programming problems and/or data integrity and makes recommendations for system enhancement;
  • Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the Office;
  • Maintains knowledge of the Finance Division’s operations, working knowledge of the policies, procedures, practices, and protocols to be able to respond appropriately to enquiries, requests or issues.
Required Knowledge, Skills and Competencies
  • Proficiency in Microsoft Office Suite and other programme applications appropriate to assigned responsibilities
  • Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the Division
  • Knowledge of Office Management and Administrative procedures and practices
  • Knowledge of the principles and practices of Public Administration
  • Knowledge of research and statistical methods and techniques
  • Ability to compose correspondence and reports
  • Working knowledge of GOJ operations and Public Sector issues
Minimum Required Qualification and Experience
  • Bachelor’s Degree in Administrative Management, Business Administration or related Social Science discipline, paralegal qualification or training and one (1) year’s related work experience.
  • Diploma in Administrative Management, Business Administration or related Social Science discipline or training and three (3) years’ related work experience.
Special Conditions Associated with the Job
  • Will be required to work outside of normal working hours and on weekends.
Applications accompanied by Résumés should be submitted no later than Monday, 27th March, 2023 to:
Director General
Jamaica Library Service
2 Tom Redcam Drive
P.O. Box 58
Kingston 5
Please note that only shortlisted applicants will be contacted.
Share on Google+ Friend Feed Linkedid Twitter Yahoo Share on facebook
Facebook Comments

Enter your email address to stay connected with us:

Find us:

To receive updates on the latest job opportunites
Follow Carrer Jamaica on:

5296501 linkedin network linkedin logo icon
  5296516 tweet twitter twitter logo icon  5296765 camera instagram instagram logo icon  5365678 fb facebook facebook logo icon

Did You Know?

  • Career Jamaica makes it easy for you to find a job in Jamaica or the wider Caribbean.
  • There are numerous opportunities for employment in Jamaica at all job levels listed with Career Jamaica
  • Registering and viewing jobs in Jamaica with Career Jamaica is free
  • You can sign up for Career Jamaica’s free, email job updates