Senior Secretary (OPS/SS 3) (Not Vacant)

Full-Time
Kingston
Posted 1 month ago

THE EARLY CHILDHOOD COMMISSION

The Early Childhood Commission (ECC) an agency of the Ministry of Education, Youth and Information with responsibility to regulate the operation of Early Childhood Institutions, is seeking to identify highly motivated and dynamic individuals to fill the following vacant post:

SENIOR SECRETARY (OPS/SS 3) (NOT VACANT)

 

Description of Duties:

Reporting to the Director, Finance the Senior Secretary is responsible for providing general administrative and secretarial support to the Director and the department.

Key Responsibilities:

  • Prepares special and recurring departmental reports by gathering, compiling and typing data from various sources
  • Locates and compiles information and manipulates and/or formats reports, graphs, tables, records and other illustrations
  • Composes and types directives, bulletins, schedules, agendas and other documents
  • Types correspondence and reports from dictation or handwritten copy
  • Assists in the organization of events and activities by scheduling rooms, issuing information, coordinating speakers and monitoring the budget
  • Manages the department head’s calendar and arranges tentative schedules.
  • Makes arrangements for meetings; attends meetings and prepares and transcribes minutes
  • Makes travel and accommodation arrangements as required
  • Answers the telephone, screens callers, and takes and relays messages
  • Opens, sorts and screens mail; drafts responses on matters for which authority has been delegated
  • Arranges for the dispatch of outgoing mail
  • Orders office supplies for the department and maintains all associated records
  • Receives, greets and directs visitors to the department
  • Receives complaints, questions and requests in person or by telephone; provides the necessary information where possible or refers persons to the relevant authorities.
  • Maintains files/records including filing, retrieval, retention, storage, compilation, coding, updating and destruction
  • Performs other related functions assigned from time to time by the Director.

 

Attributes:

  • Excellent speedwriting and typing skills
  • Excellent written and oral communication skills
  • Excellent interpersonal skills
  • Good time management and organizing skills
  • Good judgment and initiative
  • Sound knowledge of office practices and procedures
  • Good knowledge of departmental policies and procedures
  • Knowledge of record keeping and records/file management techniques
  • Knowledge of the operation of standard office equipment, including photocopiers, fax machines
  • Sound knowledge of relevant computer packages including spreadsheet, word processing, presentation and drawing software

 

Minimum Requirements:

    • 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 Electronic Document Preparation and Management  (EDPM) at a speed of 50-55 words per minute and speedwriting at a speed of 100-120 words per minute, plus four (4) to five (5) years’ general office experience;

     

    OR

    • Graduation from an accredited school of Secretarial Studies with proficiency in EDPM at a speed of 50-55 words per minute and speedwriting 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 four (4) to five (5) years’ general office experience;

    OR

     

    • Successful completion of the Certified Professional Secretary course; proficient in EDPM at a speed of 50-55 words per minute and speedwriting 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 four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Remuneration: Salary Scale $931,788.00 – $1,107,603.00 per annum, and any other allowances attached to the post

Written application along with detailed Curriculum Vitae should be submitted no later than Friday, October 26, 2018 to:

Manager, Human Resources & Administration

Early Childhood Commission

Shops 45-49 Kingston Mall

8-10 Ocean Boulevard, Kingston

Or by email to: application@ecc.gov.jm

Job Features

Job CategoryCross Sectorial

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