WebsiteMinistry of Finance and the Public Service
Development Through Excellent Service
The Ministry of Finance & the Public Service is seeking suitably qualified candidates to apply for the following position:
Secretary 2 (OPS/SS 2)
Job Purpose
Under the supervision of the Director, Human Resource Management & Administration Branch, the incumbent is responsible for organizing and administering all administrative and secretarial duties within the Branch, in accordance with established standards and procedures.
Key Responsibilities Areas
Management/Administrative Responsibilities
Provides administrative support to the Director, Human Resource Management & Administration Branch in problem solving and in development and execution of stated goals and objectives.
Serves as a primary point of direct administration contact and liaison with other Branches/Units/Sections, individuals and external institutions and agencies.
Schedules and co-ordinates meetings, special events and/or other similar activities for the Director, Human Resource Management & Administration Branch.
Establishes and maintains a system of control for policy, classified and confidential documents held by the Director. Controls and monitors all documents and files entering and leaving his/her Office.
Maintains staff confidence and protects operations by keeping information confidential.
Monitors attendance and leave register for officers in the Branch.
Attends Branch/Commission staff meetings, as required.
Represents the Branch at the Commission’s Staff Welfare Meetings and provides feedback to the Branch.
Attends where necessary, meetings, workshops, retreats and conferences on site and off site.
Works in conjunction with staff to prepare projections and reports.
Assists in the preparation of Branch reports, Operational Plan and budget.
Technical/Professional Responsibilities
Drafts and verifies confidential correspondences, reports and other administrative documents prepared for the signature of the Director to ensure that they are accurate, complete, and where necessary, initiates corrective action.
Prepares special reports for the Director, Human Resource Management & Administration Branch.
Distributes, maintains and monitors stationery and other materials; orders required quantities to ensure smooth operation of the Branch.
Handles routine correspondence on behalf of the Director, Human Resource Management & Administration Branch by retrieving and sending correspondence from intranet and internet.
Provides support to the Branch for meetings, logistics and events planning.
Screens telephone calls for the Director and other officers in their absence, records telephone messages and ensures that they are promptly delivered;
Maintains the Director’s Diary (both electronically and written) and records appointments, meetings, visits, etc. on a day-to-day basis. Confirms, cancels and reschedules appointment on the Director’s behalf.
Performs any other related duties delegated by the Director or his/her designate, from time to time.
Other Responsibilities
The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position.
Required Knowledge, Skills and Competencies
The Incumbent is required to demonstrate the following competencies at the level established within the Competency Framework:
Knowledge of operations of Government/Knowledge of the Commission’s policies and procedures
Ability to create, compose and edit written materials
Good organizing and coordinating skills
Ability to maintain calendars and schedule appointments
Excellent presentation and reporting skills
Sound background in administrative or office management
Knowledge of secretarial practices and procedures
Good multi-tasking skills
Good customer service skills
Good oral and written communication skills
Records maintenance skills
Ability to transcribe material in a clear, accurate and acceptable manner
Proficiency with MS Office Suite (Excel, Word, PowerPoint)
Team player with the ability to work on own initiative
Ability to work under pressure and meet deadlines
High quality of output, integrity and team work
Minimum Required Education 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/Administration Studies, proficiency in report writing, plus four to five (4-5) years office administration experience;
OR
Graduation from an accredited school of Secretarial Studies with proficiency in report writing, training in the use of a variety of software applications e.g., word processing, database management and spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development or equivalent, plus four to five (4-5) years office administration experience;
OR
Successful completion of the Certified Professional Secretary course; proficient in report writing; English Language at CXC or GCE ‘O’ Level; training in the use of a variety of software applications and four to five (4-5) years office administration experience plus the appropriate Office Professional Training Course at the Management Institute for National Development or equivalent.
Special Condition Associated with the Job
May be required to relieve the Telephone Operator from time to time.
May be required on occasions to work on weekends and holidays.
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