Job Information
Senior Secretary (OPS/SS 3)
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
Executive Agency
Category
Administrative
Posted
04-06-2023
Job Status
Start Publishing
04-06-2023
Stop Publishing
12-06-2023
Applications are invited to fill to the following vacant post in the National Library of Jamaica: Senior Secretary (OPS/SS 3) Technical Services and Network, salary range $1,550,136 $2,084,761 per annum.
Job Purpose
The Senior Secretary provides administrative and secretarial support to ensure the smooth operation of the Technical Services and Network Division.
Key Responsibilities
Professional/Technical:
- Performs general administrative duties such as word processing, answering telephones, faxing and retrieving and sending electronic and/or printed correspondences;
- Provides support for the Technical Services and Network Division as directed;
- Provide support for the Collection Development Branch as required;
- Provides support for the following Committees (Jamaica Library and Information Management; Network (JAMLIN), Collection Development Advisory Committee, and Staff Meetings by:
- Makes arrangements for venue/meeting room and refreshments, projector, etc.
- Records and transcribing Minutes;
- Drafts agenda and reports for meetings;
- Prepares and compiling documents for review/circulation;
- Ensures the circulation of Minutes prior to meetings;
- Provides administrative support to the Finance and Accounts Branch as directed;
- Develops and monitors Calendar and Diary for meetings, assignments and events;
- Organizes and maintains an effective Filing System that allows security and speedy retrieval of documents/information;
- Files correspondence and other materials and maintains a record of the movement of files;
- Assembles and disseminates information to internal and external personnel as directed;
- Research files and consults officers as directed to procure information needed for replies to correspondence and other requests;
- Monitors telephone calls, records message and contacts internal/external personnel to obtain or impart information within scope of authority;
- Schedules appointments, meetings and events;
- Maintains the Diary of appointments and timelines for the Director and or Manager as directed;
- Processes reports, letters and other documents for dispatch;
- Ensures that urgent matters are re-routed for immediate attention in the absence of Manager/Director;
- Makes photocopies and collates documents as required;
- Prepares and maintains adequate supply of official forms/documents in area of responsibility;
- Provides relief support for the Switchboard;
- Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
- Keeps abreast of guidelines, policies, procedures, and legislation impacting deliverables in areas of responsibility;
- Prepares report as directed;
- Performs any other duties assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Customer and Quality Focus
- Teamwork and co-operation
Technical:
- Administrative Management
- Data Management
- Records Management
- Information Communication Technology
- Good planning and organizing skills
- Knowledge of office protocol, practices and procedures
- Knowledge of the Organizational/Division/branch role and function
- Ability to use judgment and initiative
- Excellent time management skills
- Proficiency in Microsoft suite
Minimum Required Qualification and Experience
- Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level.
- OR
- Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience;
- Training in the use of the Microsoft suite.
Special Conditions Associated with the Job
- May be required to work outside of normal working hours from time to time to include weekends.
Applications accompanied by résumés should be submitted no later than Monday, 12th June 2023 to:
Director, HRM and Administration
National Library of Jamaica
12 East Street
Kingston
Email: nljhrm@nlj.gov.jm
Please note that only shortlisted applicants will be contacted.
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