Job Information
Executive Secretary 1 (OPS/SS 4)
Company Information
Job Information
Description
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
Ministry of Transport and Mining
Category
Administrative
Posted
11-10-2021
Job Status
Start Publishing
10-10-2021
Stop Publishing
21-10-2021
Applications are invited for the post of Executive Secretary 1 (OPS/SS 4) – (Not Vacant) for the period (November 2, 2021 to February 21, 2022) in the Ministry of Transport and Mining, salary range $1,116,190 – $1,326,799 per annum and any allowance(s) attached to the post.
Job Purpose
The incumbent will provide administrative support to the Principal Director, Mining/Minerals Policy and Development in order to ensure that the operations of the Mining/Minerals Policy and Development Branch are effective and efficient in relation to communications and work assignments between the Principal Director and his/her direct reports, the Honourable Ministers, Permanent Secretary, Chief Technical Director, the Ministry’s Agencies, other Government entities and regional and international bodies and the general public.
Key Responsibilities
- Liaises with Senior Heads of Sections and personnel outside of the Unit to facilitate administrative support;
- Establishes, supervises and maintains an appropriate filing system for the recoding and easy retrieval of information;
- Oversees the logs of all mails/files that comes directly to the Principal Director;
- Maintains a database for tracking Cabinet Submissions and decisions and distribution of Cabinet decisions;
- Oversees and maintains the “third copy” files for correspondence sent out by the Principal Director;
- Types reports, correspondences, memos, forms, agendas etc. proof reads documents for accuracy, completeness, and conformity with established formats;
- Coordinates activities for a variety of meetings, attends meetings and prepares Minutes;
- Takes action on matters of a routine nature which do not require personal attention of the Principal Director;
- Screens visitors and phone calls intended for the Principal Director and refers them to the appropriate personnel in the event of his/her absence or unavailability;
- Attends meetings with the Principal Director in matters relating to the discharge of his responsibilities as Principal Director;
- Compiles, stores and retrieves Management Data;
- Researches and provides information to the Principal Director in the preparation of reports;
- Maintains own telephone index to facilitate calls to be speedily made;
- Requests and maintains an adequate supply of office stationery;
- Prepares weekly, a list of all meetings for the current week and submits to the Director of Administration and Property Management;
- Makes arrangements for local and overseas travel for the Principal Director;
- Takes dictation and reproduces confidential and other correspondences;
- Prepares weekly a brief for persons requesting appointments or meetings;
- Records receipt of all invitations, making note of dress code and venue, then prepare summary sheet for the Principal Director;
- Reminds the Principal Director and other members of staff of the dates and times of meetings and notes any apologies for absence or change of venue communicated prior;
- Ensures receipt of all briefs and list of attendees prior to a scheduled meeting;
- Ensures that appropriate persons are informed of the time and place of meeting;
- Ensures the conference rooms are booked well in advance and final preparations are in order;
- Makes international and domestic travel arrangements for the Principal Director which would
- include liaising with overseas consulate/missions for assistance in securing accommodation and transportation;
- Maintains an effective system of information storage and retrieval;
- Supports team work and playing an active role in the sharing of information.
Required Knowledge, Skills and Competencies
Technical:
- Sound knowledge of computer applications - Microsoft Word, Excel, Powerpoint, Publisher and Access
- Excellent knowledge of Government operations and protocol
- Excellent typing skills
- Ability to manage workloads and prioritize amongst conflicting demands
- Good Records Management skills
- Ability to maintain calendars and schedule appointments
- Ability to create, compose, and edit written material
Core:
- Ability to communicate effectively, both orally and in writing
- Excellent time management skills
- Excellent interpersonal skills
- Ability to work under pressure and meet deadlines
- Customer focus
- Integrity and confidentiality
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.
Applications accompanied by résumés should be submitted no later than Wednesday October 20, 2021 to:
Director, Corporate Services
Ministry of Transport and Mining
138h Maxfield Avenue
Kingston 10
Email: hr@mtw.gov.jm
Please note that only shortlisted applicants will be contacted.
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