Job Information
Job Information
Description
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
Executive Agency
Category
Administrative
Posted
14-10-2024
Job Status
Start Publishing
14-10-2024
Stop Publishing
26-10-2024
Applications are invited for the following post in the Post and Telecommunications Department: Senior Secretary (OPS/SS 3) (Vacant) - Eastern Regional Co-ordinator (Kingston), salary range $1,711,060 - $2,301,186 per annum.
Job Purpose
Under the direct supervision of the Regional Co-ordinator, the Senior Secretary is responsible for providing secretarial and administrative support to facilitate the effective and efficient operation of that office.
Key Responsibilities
Management/Administration:
- Collaborates with Supervisor in the development of Unit and Individual Work Plan;
- Assists the Director to prepare monthly Regional reports;
- Assists in arranging staff meetings on direction of the Director.
Technical/Professional:
- Types letters, memoranda, reports and other documents from hand-written notes and drafts for the Senior Regional Manager;
- Receives, opens, sorts, records and dispatched incoming mail/correspondence;
- Maintains records of correspondences sent to/received from other Departments;
- Proofreads, verifies and reviews materials, records and reports for accuracy and completeness;
- Records and prepares Minutes for meetings;
- Researches and compiles information as required for various meetings;
- Drafts/prepares correspondence and memoranda for Director’s signature;
- Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain and/or disseminate information within scope of authority;
- Maintains calendar of activities, meetings and various events for the Regional Manager;
- Establishes and maintains an effective records management system for the control of files, in order to ascertain required information, when necessary, and monitors files concerning matters in progress, and expedite completion;
- Collates mail Statistics from Post Offices and submits to Mail Planning for monthly Statistical report;
- Keeps records of monthly cash account statement, schedule of attendance, statement of Post Office business;
- Photocopies and supplies mail courier with bill and progress report;
- Prepares monthly attendance schedules of the Regional Division Office for submission to the Human Resources Management and Development Branch;
- Maintains records of Branch Managers’ E1 Cards, Leave Application Forms and advise resumption of all staff members;
- Performs any other related duties that may be assigned from time to time by Supervisor.
Required Knowledge, Skills and Competencies
- Excellent oral and written communication skills;
- Excellent interpersonal skills;
- Excellent planning and organizing skills;
- Excellent problem-solving and decision-making skills;
- Working knowledge of the operation of Government/Department policies and procedures;
- Knowledge of the Postal Industry and its Operations;
- Sound knowledge of office procedures and practices;
- Ability to reproduce Minutes.
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;
OR
- 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 four to five (4-5) 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 four to five (4-5) 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 Friday, 25th October, 2024 to:
Director, Human Resource Management and Development
Post and Telecommunications Department
6-10 South Camp Road,
Post and Telecommunications Department
6-10 South Camp Road,
Kingston, CSO
Email: hrunit@jamaicapost.gov.jm
Please note that only shortlisted applicants will be contacted.
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