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
13-06-2023
Applications are invited to fill the following vacant post in the Office of the Permanent Secretary, Ministry of Agriculture and Fisheries: Senior Secretary (OPS/SS 3) – Office of the Permanent Secretary, salary range $1,550,136 $2,084,761 per annum.
Under the supervision of the Senior Technical Co-ordinator (GMG/SEG 3) the Senior Secretary (OPS/SS 3) is responsible for providing administrative/secretarial services to facilitate the efficient operation of the Division.
Key Responsibilities
Management/Administrative:
- Manages all incoming and outgoing correspondence to the Unit;
- Takes dictation and reproduces letters, memoranda, Cabinet notes/submissions, certificates, gazette notices and reports from draft;
- Attends meetings to record Minutes and reproduce same for circulation;
- Responds to routine and other correspondence;
- Files correspondence and other materials and maintains a record of the movement of files;
- Establishes and maintains a system for the control of confidential files;
- Conducts research, and gleans, collates, and provides documents/information to relevant persons;
- Provides support for the planning of events under the purview of the Unit;
- Institutes and manages follow-up mechanisms to ensure follow-through on action items and efficiency of the Unit;
- Faxes/makes photocopies documents;
- Maintains diary and schedules appointments and meetings;
- Receives, and screens visitors and ensures that they are directed to the relevant officers or Office;
- Accesses, sends and manages e-mails on behalf of the Unit;
- Directs telephone calls and messages to relevant persons;
- Assembles and disseminates information to internal and external personnel as requested;
- Plans and co-ordinates the HIV/AIDS and Corporate Wellness Programme in the Ministry;
- Prepares the Work Plan for the Assistant Human Development Officer;
- Supervises and evaluates the Assistant Human Development Officer’s performance;
- Assists in the development of the training evaluation tools;
- Performs any other related duties, which may be assigned.
Required Knowledge, Skills, and Competencies
Core
- Good interpersonal skills
- Good oral and written communication skills
- Excellent customer quality focus skills
- Good problem solving and conflict management skills
- Excellent planning and organizing skills
- Excellent teamwork and co-operation skills
Functional/Technical
- Proficiency in shorthand at a speed of 100-120 w.p.m.
- Proficiency in typewriting at a speed of 50-55 w.p.m.
- Proficient in relevant Software Applications
- Sound knowledge of web-based research techniques
- Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures
Minimum Required Qualification and Experience
- CXC/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
- Shorthand at a speed of 100-120 words per minute
- Four to five (4-5) years’ general office experience
- Graduated from an accredited school of Secretarial Studies
- Proficiency in typewriting at a speed of 50-55 words per minute
- 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 spreadsheet
- English Language at CXC/GCE ‘O’ level
- Completion of the appropriate Office Professional Training Course at the Management Institute for National Development
- Four to five (4-5) years’ general office experience
- Successful completion of the Certified Professional Secretary course
- Proficient in typewriting at a speed of 50-55 words per minute
- Shorthand at a speed of 100-120 words per minute
- English Language at CXC/GCE “O’ Level
- Training in the use of a variety of software applications
- Four-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 Tuesday, 13th June, 2023 to:
Senior Director
Human Resource Management and Development Division
Ministry of Agriculture and Fisheries
Hope Gardens
Kingston 6
Email: jobopportunities@moa.gov.jm
Please note that only shortlisted applicants will be contacted.
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