Job Information
Senior Secretary (OPS/SS 3) – (3 posts)
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
03-12-2022
Job Status
Start Publishing
03-12-2022
Stop Publishing
16-12-2022
Applications are invited for the following posts in the National Library of Jamaica: Senior Secretary (OPS/SS 3) (3 posts) – (2 Vacant and 1 Not Vacant), salary range $1,370,094 $1,842,625 per annum and any allowance(s) attached to the post.
Job Purpose
The Senior Secretary provides administrative and secretarial support to ensure the smooth operation of the User Services and Conservation 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 User Services and Conservation Division as directed;
- Provides support for the Audio-visual and Micrographics Branch as required;
- Provides support for the following Committees’ Building and Facilities, Disaster Management, Preservation and Conservation, Procurement and Staff Meetings by;
- Making arrangements for venue/meeting room and refreshments, projector, etc.
- Recording and transcribing Minutes
- Drafting Agenda and reports for meetings
- Preparing and compiling documents for review/circulation
- Ensuring the circulation of Minutes prior to meetings
- 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;
- Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
- Monitors telephone calls, records message and makes contact with 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;
- Maintains database as required; Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
- Good oral and written communication skills
- Customer and quality focus
- Teamwork and co-operation
- Administrative Management
- Data Management
- Good Records Management
- Information Communication Technology
- Good planning and organizing skills
- Knowledge of office protocol, practices and procedures
- Knowledge of the Organizational/Department’s role and function
- Ability to use judgment and initiative
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 relevant software applications.
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 Thursday, 15th December 2022 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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