Applications are invited to fill the following vacant post in the Office of His Excellency the Governor-General and Staff: Executive Secretary 1 (OPS/SS 4)

Job Purpose

Under the direction of the Deputy Governor-General’s Secretary (Corporate Services), the Executive Secretary 1 performs a wide range of administrative and office support activities in order to facilitate efficient operations and optimum output. The incumbent supports effective service delivery by implementing administrative systems, policies and procedures, monitoring administrative projects, and providing general office services.

The Executive Secretary projects a professional image through in-person and telephone interaction, thereby upholding the Office’s high standards of service delivery, which is considered vital and deserving to visitors, stakeholders and staff. The above is achieved by embracing “a culture of excellence” in support of the Governor General realizing his constitutional, legislative, ceremonial and social duties.

Key Responsibilities

Technical/Professional:

• Receives, sorts and records all incoming correspondence; delivers to the Deputy Governor-General’s Secretary - Corporate Affairs, pointing out those requiring immediate attention;
• Answers, screens and transfers inbound phone calls, and makes outbound calls as required;
• Retrieves, and/or disseminates information within the scope of responsibilities;
• Receives, refers and directs visitors and/or callers as required;
• Schedules appointments through consultations as required;
• Ensures that relevant information is circulated and signed off accordingly;
• Prepares agendas and schedules for meetings, takes Minutes, compiles, transcribes and distributes. Ensures that Minutes are devoid of errors and circulated within three (3) working days;
• Schedules and co-ordinates travel arrangements and meetings for authorized trips;
• Composes letters, memoranda and reports; prepares written responses to routine enquiries;
• Sends e-mails; makes fax and scans, copies, files and retrieves documents and correspondence as required;
• Maintains an appropriate system to control and safeguard, confidential documents, files and reports;
• Takes care of requests for information and data, conducts research on related matters;
• Liaises with appropriate staff members on related matters and activities. Follows-up on such matters to ensure speedy consideration and conclusion;
• Performs any other duties assigned from time to time.

Other:

• Provides relieve coverage for the Telephone Operator/Receptionist;
• Provides support to the Executive Office of the Governor-General’s Secretary as needed.

Required Knowledge, Skills and Competencies

• Knowledge of clerical and administrative procedures and systems
• Administrative writing and reporting
• Knowledge of principles and practices of basic office management
• Know-how in operating standard office equipment
• Is a competent user of personal computers with knowledge of relevant software applications
• Planning, organizing, prioritizing, attention to detail and accuracy
• Excellent interpersonal skills and able to work as part of a team
• Information gathering, information assessment and professionalism
• Excellent oral and written communications skills
• Time management skills
• Able to apply good judgement, exercise initiative and cope well under pressure

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 five (5) years’ general office experience;

OR

• Graduation 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 five (5) years’ general office experience;

OR

• Successful completion of the Certified Professional Secretary course; proficiency 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 five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Special Conditions Associated with the Job

• This is a typical office environment, with no adverse working conditions, however, there can be pressure on a periodic basis. Extended working hours can be expected.

Applications accompanied by résumés should be submitted no later than Tuesday July 27, 2021 to:
Director, Human Resource and Administration
Office of His Excellency the Governor-General and Staff
King’s House
Hope Road
Kingston 6
Fax: (876) 946-9368
Email: humanresources@kingshouse.gov.jm
Please note that only shortlisted applicants will be contacted.