Applications are invited for the post of Executive Secretary 1 (OPS/SS 4) (not vacant) in the Administration and Special Services Division, Office of the Prime Minister

Salary range $2,190,302 – $2,945,712 per annum.

Job Purpose

The Executive Secretary 1 is responsible for providing secretarial and administrative support to the Director, Administration and Special Services and staff as well as any other services which may be required for the effective and efficient operations of the Director’s Office and the Administration and Special Services Division.

Key Responsibilities

• Process Correspondence/Documents/Information
• Processes incoming and outgoing correspondence in accordance with established guidelines (receives, logs and distributes mail);
• Prepares letters/memoranda/notes for dispatch as directed by the Director, Administration and Special Services;
• Prepares Invoices and maintains Expenditure Excel Spreadsheets for the various activities/objects of the Division;
• Reconciles information in the Administration and Special Services Division, Excel Expenditure Spreadsheets with Commitment Reports received from the Management Accounts Unit;
• Responds to routine and other correspondence, as directed;
• Organizes and disseminates information to internal and external personnel, as directed;
• Researches issues and compiles reports on findings as requested;
• Prepares Minutes of meetings chaired by the Director, Administration and Special Services;
• Reproduces reports and briefs as directed by the Director; Administration and Special Services;
• Compiles, formats and proof-read reports;
• Liaises with, and responds, as necessary, to stakeholders and external clients;

Meetings & Functions

• Organizes meetings hosted by the Director, Administration and Special Services (booking of rooms, preparing related documents including Agendas, requesting refreshment etc.) and on the day of the event, ensures all arrangements are in place;
• Prepares Schedules/Agendas for meetings and organize relevant information and documents;
• Takes Minutes at meetings and reproduce and distributes in accordance with established guidelines;

Schedules and Appointments

• Maintains calendar and schedules of meetings/appointments for the Director, Administration and Special Services advising of matters requiring prompt attention;

Customer Relations

• Makes and receives telephone calls on behalf of the Director, Administration and Special Services and other members of staff and takes messages, if applicable (screens calls, determine the nature of the call and routes calls to the relevant officer);
• Receives/hosts visitors to the Director, Administration and Special Services and the Division (screen visitors, determine the nature of the enquiry and refer visitors to the relevant officer).

General

• Maintains inventory of stationery, medical, office and kitchen supplies for the Division;
• Monitors the Attendance Register and updates Leave Cards for staff in the Administration and Special Services Division, in keeping with established Human Resource policies;
• Liaises with Suppliers for the provision of refreshments for meetings etc.

Filing

• Establishes and maintains an effective filing system for the Director’s Office for the control and safe keeping of classified and confidential documents;
• Assists in the maintenance of an effective filing system for the Administration and Special Services Division.

Required Knowledge, Skills and Competencies

Core:

• Integrity and confidentiality;
• Excellent oral and written communication skills;
• Excellent interpersonal and customer service skills;
• Ability to function as a team player and work with a diverse group of people at various levels, externally and internally.
• Excellent planning and organizing skills;
• Good judgement and problem solving skills;
• Ability to work on own initiative and under pressure;

Technical:

• Typewriting/word processing speed of at least 50 wpm;
• Shorthand/note taking skills of at least 100wpm;
• Proficient in the use of current/relevant computer applications and Information Technology e.g. Microsoft Office Suite (Word, Excel, Outlook, PowerPoint
• Knowledge of Government policies and procedures;
• Knowledge of office practices and procedures.
• Knowledge of records/file management techniques

Minimum Required Qualification and Experience

• 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 computer software applications (e.g. Microsoft Office Suite) and
• Four to five (4-5) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development (MIND);

Applications accompanied by résumés should be submitted no later than Wednesday, 3rd September, 2025 to:

Senior Director
Human Resource Development and Management Division
Office of the Prime Minister
1 Devon Road
Kingston 10

E-mail: jobs@opm.gov.jm

Please note that only shortlisted applicants will be contacted.

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