Job Information Senior Secretary (OPS/SS 3) Company Information
Contact Name Office of the Services Commission
Contact Email communications@osc.gov.jm
Job Information
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
Description
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
 
 
Please note that only shortlisted applicants will be contacted.
 
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