Job Information
Secretary 2 (OPS/SS 2)
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
12-11-2023
Job Status
Start Publishing
12-11-2023
Stop Publishing
16-11-2023
Applications are invited to fill the following vacant post in the Office of the Information Commissioner (OIC): Secretary 2 (OPS/SS 2), salary range $1,272,269 - $1,711,060 per annum.
Job Purpose
Under the general direction of the Human Resources Manager the incumbent is responsible for providing secretarial support by performing assigned duties promptly and efficiently.
Key Responsibilities
Management/Administrative:
- Maintains shared electronic folders containing calendars and contacts in the Microsoft Outlook programme to ensure co-ordination;
- Works closely with staff in the Branch to follow up on appointment letters or any other documents prepared for the HR Manager’s signature;
- Drafts and finalizes some letters and memoranda;
Screens telephone calls and visitors; - Handles routine correspondence on behalf of the HR Manager by retrieving and sending correspondence from the intranet and internet, or otherwise;
- Maintains the work diary (both electronically and written) recording appointments, meetings, visits, etc. on a day-to-day basis and confirms, cancels, and reschedules appointments for staff;
- Performs any other related duties delegated by the HR Manager.
- Technical/Professional:
- Ensures that all correspondence of a general or routine nature received is properly actioned;
- Prepares draft responses to certain correspondence for vetting by the HR Manager;
- Addresses some problems relating to the routine operations of the office by interfacing with the appropriate OIC staff and other Government entities as well as the private sector;
- Keeps abreast of the progress of activities within the OIC, providing background information, as well as preparing the HR Manager for participation in meetings;
- Organizes meetings for the HR Manager;
Takes notes at meetings and produces Minutes; - Prepares pre-conference papers for the HR Manager and attends meetings as may be required;
- Ensures that the HR Manager receives reports from the direct reports in relation to the
- Division’s operations by the due dates and in the correct format;
- Keeps the HR Manager abreast of relevant information on media coverage and public opinion as they relate to Human Resource issues in the OIC’s portfolio;
- Makes travel and accommodation arrangements for the HR Manager when necessary.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Customer and quality focus
- Teamwork and co-operation
- Good interpersonal skills
- Compliance
- Integrity
Functional:
- Ability to use own initiative
- Use of technology (relevant computer applications)
- Good problem-solving and decision-making skills
- Good planning and organizing skills
- Knowledge of Public Service Regulations and Staff Orders for the Public Service
- Excellent records and information management skills
- Ability to record and transcribe Minutes
- Ability to maintain calendars and schedule appointments
- Ability to create, compose and edit written materials
- Ability to work under pressure and meet deadlines
Minimum Required Qualification and Experience
- CXC or GCE ‘O’ Level English Language or equivalent;
- Proficiency in typewriting at a speed of 40 – 45 words per minute;
- Successful completion of the prescribed course of study at the Management Institute for National Development (MIND) or Diploma/Certificate from an accredited secretarial school;
- Shorthand at a speed of 80 -100 words per minute would be an asset;
- Training in the use of Microsoft Office and other relevant computer applications;
- Two (2) years general office experience.
Special Conditions Associated with the Job
- May be required to work beyond normal working hours;
- Prolonged use of computer.
Applications accompanied by résumés should be submitted no later than Friday, 17th November, 2023 to:
Information Commissioner
Office of the Information Commissioner
The Masonic Building
45-47 Barbados Avenue
Kingston 5
Office of the Information Commissioner
The Masonic Building
45-47 Barbados Avenue
Kingston 5
Email: hr@oic.gov.jm
Please note that only shortlisted applicants will be contacted.
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