Job Information
Job Information
Description
New!
Executive Secretary (OPS/SS 4)
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
Ministry of Local Government and Community Development
Category
Administrative
Posted
20-01-2025
Job Status
Start Publishing
20-01-2025
Stop Publishing
29-01-2025
Applications are invited for the following post in the Ministry of Local Government and Community Development: Executive Secretary 1 (OPS/SS 4) (Vacant) - Technical Services and Major Projects Division,
Salary $2,190,302 - $2,945,712 per annum.
Job Purpose
Reporting to the Senior Director, Technical Services and Major Projects, the incumbent is responsible for providing administrative and secretarial service to ensure that the office is operated
in a most effective and efficient manner, by controlling and monitoring all documents, files and communication.
Key Responsibilities
Technical/Professional:
- Receives, opens, sorts and distributes incoming correspondence and materials;
- Maintains an electronic date retention and tracking system;
- Develops and maintains a filing system that facilitates easy access, retrieval and security of files;
- Reviews and checks correspondence and reports prepared for the Senior Director’s signature, to ensure that all pertinent matters have been investigated;
- Prepares interim replies to correspondence of a routine nature and composes for signature, replies to public complaints or other matters that have no impact on policy decision;
- Prepares for the Senior Director’s signature, letters of appointments and appreciation;
- Types Cabinet Submissions, Speeches and Budget presentation;
- Takes dictation and transcribes Minutes of meetings and distributes to the relevant officers;
- Prepares weekly itinerary and maintains an appointment diary/calendar to facilitate smooth and effective communication between the Senior Director and internal/external customer;
- Co-ordinates arrangements and preparation for meetings chaired by the Senior Director;
- Monitors telephone calls, appointments and visitors to the office;
- Seals and dispatches Secret and Classified correspondence;
- Follows-up on files and correspondence leaving the office;
- Provides prompt, efficient and effective delivery of support services;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Excellent oral and written communications skills
- Good interpersonal skills and customer relations skills
- Excellent planning and organizing skills
- Excellent integrity/ethics exercised in the performance of duties
Functional:
- Proficiency in the relevant computer skills
- Excellent shorthand and typing/writing skills
- Good knowledge of filing systems and methods
- Excellent knowledge of protocol for meetings
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 Tuesday, 28th January, 2025 to:
Senior Director
Human Resource Management and Development
Ministry of Local Government and Community Development
61 Hagley Park Road
Ministry of Local Government and Community Development
61 Hagley Park Road
Kingston 10
Email: hrd@mlgcd.gov.jm
Please note that only shortlisted applicants will be contacted.
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