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Executive Secretary 2 (OPS/SS 5) (Kingston, Jamaica) - Office of the Prime Minister

Job Summary

The Executive Secretary 2 (OPS/SS 5) provides administrative and secretarial services to support the effective and efficient operation of the Permanent Secretary’s Office. Job Description

Key Responsibilities

The duties and responsibilities include, but are not limited to the following:

• Prepares draft letters/memoranda from general instructions;
• Responds to routine and other correspondence as directed;
• Establishes and maintains a system for control and safe keeping of classified, secret and confidential documents and reports;
• Takes dictation and reproduces notes in an accurate and presentable manner;
• Processes incoming and outgoing correspondence in accordance with established guidelines. (receives, logs and distributes mail);
• Researches issues and certain situations, compiles reports and present findings, advice and recommendations on the matters under review;
• Assembles and disseminates information to internal and external personnel as requested.
• Organizes meetings hosted by the Permanent Secretary;
• Prepares agendas for meetings and organizes relevant information and documents;
• Takes Minutes at meetings and reproduces and distributes in accordance with established guidelines;
• Schedules appointments, meetings and conferences and ensures that the Permanent Secretary is updated before confirming meeting;
• Makes travel arrangements and provides itinerary for local and overseas business trips
• Receives and makes telephone calls for the Permanent Secretary;
• Interviews visitors and callers to determine nature of their visits and or calls to inform way forward;
• Receives/hosts visitors to the Permanent Secretary;
• Maintains an effective filing system that allows security, and speedy retrieval of documents/information in accordance with established standards.

Required Knowledge, Skills and Competencies

• Well-developed communication and interpersonal skills
• Excellent time management skills
• Ability to work on own initiative and under pressure
• Typewriting/word processing speed of at least 50 wpm
• Excellent shorthand/note taking skills of at least 100 wpm
• Excellent knowledge of office practice and procedures
• Excellent administrative and customer service skills
• Ability to inspire confidence and manage relationships
• Sound knowledge of Microsoft Office Suite and Internet Tools

Minimum Required Qualification and Experience:

CXC or 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 and shorthand at a speed of 100-120 words per minute, plus seven (7) years’ general office experience;

OR

Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and 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 spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus seven (7) years’ general office experience;

OR

Successful completion of the Certified Professional Secretary course; proficient 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 software applications and seven (7) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Salary range $1,207,224 – $1,435,010 per annum and any allowance(s) attached to the post.

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