Job Information
Job Information
New!
Senior Secretary (OPS/SS 3)
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 Type
Full-time
Department
Office of the Prime Minister
Category
Administrative
Posted
30-10-2024
Job Status
Start Publishing
30-10-2024
Stop Publishing
12-11-2024
[Kingston,Jamaica ]
Description
Applications are invited for the post of Senior Secretary (OPS/SS 3) in the Jamaica Archives and Records Department (JARD), Office of the Prime Minister (OPM)
Salary range $1,711,060 - $2,301,186.
Job Purpose
The Senior Secretary provides administrative and secretarial support to the Senior Archivist for the effective and efficient operation of the Archives Unit.
Key Responsibilities
- Process Correspondence/Documents/Information:
- Composes letters/memoranda from general instructions;
- Responds to routine and other correspondence, as directed, and acknowledges donations of historical or published works made to the Archives Unit;
- Reproduces reports and briefs prepared by the Senior Archivist;
- Processes incoming and outgoing mail/correspondence in accordance with established guidelines (receives, date stamps, records and distributes mail);
- Gathers and disseminates information to internal and external personnel, as requested.
Meetings and Functions:
- Organizes meetings hosted by the Senior Archivist, sends invitations to participants and prepares relevant information and documents;
- Records Minutes at meetings and reproduces and distributes in accordance with established guideline.
- Schedules and appointments:
- Receives and makes telephone calls for the Senior Archivist/other staff in the Unit;
- Receives/hosts visitors to the Senior Archivist;
- Maintains schedules of routine and special appointments for the Senior Archivist, advising of matters requiring prompt attention.
Filing:
- Maintains an effective filing system that allows security, and speedy retrieval of documents/information, in accordance with established standards.
- Leave Administration:
- Calculates Sick, Departmental and Vacation Leave for staff in the Unit and maintains attendance and leave records.
Financial:
- Assists in the preparation of the Annual Budget for the Unit, in accordance with stipulated guidelines;
- Collects, records and submits funds for reprographic services;
- Monitors the use of the Stamp Imprest, in keeping with financial regulations;
- Maintains log of personal telephone calls, collects funds and submits to Ministry.
Other:
- Maintains adequate supply of stationery and other office supplies for the Unit;
- Assists in preparation and collection of standard reports;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Integrity/confidentiality;
- Excellent command of the English language;
- Good oral and written communication skills;
- Excellent time management skills;
- Excellent planning and organizing skills;
- Excellent interpersonal and customer relations skills;
- Sound judgment and initiative;
- Excellent note taking skills;
- Ability to work under pressure.
Technical:
- Proficient in the use of computer and software applications including Microsoft Office Suite (Word, Excel, PowerPoint, Teams);
- Knowledge of record keeping and records/file management techniques;
- Knowledge of office practices and procedures;
- Knowledge of the operations of the Public Service and the Ministry’s functions, policies and procedures.
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 four to five (4-5) 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
- 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 four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.
Special Condition Associated with the Job
- May be required to work outside of normal work hours and/or on weekends as the need arise.
Applications accompanied by résumés should be submitted no later than Monday, 11th November, 2024 to:
Senior Director
Human Resource Development and Management Division
Office of the Prime Minister
1 Devon Road
Kingston 10
Office of the Prime Minister
1 Devon Road
Kingston 10
E-mail: jobs@opm.gov.jm
Please note that only shortlisted applicants will be contacted.
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