WebsiteMinistry of Industry, Commerce, Agriculture and Fisheries
The Office of the Supervisor of Insolvency invites applications from suitably qualified individuals to fill the vacant post of:
Senior Secretary (OPS/SS 3)
Job Purpose
Under the supervision of the Deputy Supervisor of Insolvency (JLG/LO 4), the Senior Secretary (OPS/SS 3) is responsible for providing administrative support and secretarial services to the Office of the Deputy Supervisor and staff of the Licensing and Compliance Unit.
Key Responsibilities
Technical/Professional
Stamps and logs all correspondence received in the Director’s Office;
Logs and dispatches all correspondence leaving the Director’s Office;
Screen visitors and telephone calls for the Director;
Coordinates activities for meetings, transcribes and prepares Minutes of meetings for circulation;
Receives and passes to the Director correspondence requiring his/her attention;
Prepares memoranda, letters, and other correspondence and transmits to the relevant officers as soon as they are available;
Arranges meetings on behalf of the Director and attends to/for recording purposes;
Answers the telephone and records and delivers messages;
Sets appointments and maintains the Directors Diary;
Liaises with Heads of Section and personnel to facilitate administrative support;
Assists in compiling and reviewing Monthly and Annual Reports;
Researches and provides information to Director in the preparation of reports;
Follows up on directives given and requests made by the Director;
Establishes and maintains an appropriate Filing System for the storing and easy retrieval of information;
Ensures that the Directors Office is furnished with stationery;
Manages urgent correspondence, faxes and emails in the absence of a Head of Unit.
Other
Relieves the Customer Service Assistant as the need arises;
Performs other related functions assigned from time to time by the Director of Human Resource Management and Administration.
Required Knowledge, Skills and Competencies
Core
Good oral and written communication skills
Excellent customer and quality focus skills
Excellent interpersonal skills
Good planning and organizing skills
Ability to work in a team
Good problem-solving and decision-making skills
Ability to display initiative
Ability to display high levels of integrity, professionalism and confidentiality
Reliability in attendance, punctuality and performance of duties
Technical
Sound knowledge of web-based research techniques
Proficiency in the relevant Software Applications
Good knowledge of Human Resource policies, procedures and practices
Knowledge of the Operations of Government/Ministry’s policies and procedures
Methodical
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 four to five (4-5) years’ general office experience;
OR
Graduated 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 four to five (4-5) 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 four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.
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