Senior Secretary (OPS/SS 3)

  • Deadline: Apr 25, 2019

Senior Secretary (OPS/SS 3) (Vacant) in the Legal Services Unit (St. Lucia Avenue), Ministry of Industry, Commerce, Agriculture and Fisheries (MICAF), salary range $922,914 -

$1,097,055 per annum.

 

 

Job Purpose

 

Under the direction of the Senior Legal Officer, secretarial services are carried out in a timely manner, in order to achieve the objectives of the Department.

 

 

Key Responsibilities

 

     Types letters, memoranda or documents including Memorandum of Understanding (MOU), Contracts, Agreements, Reports, Briefs, Cabinet/Legislation Submissions, Cabinet Note, Legislation Programme and Status Report of the Legal Department;

     Records  and  maintains  incoming  and  outgoing  correspondence  and  routes  same appropriately;

     Maintains an effective filing system, both electronically and manually, which allows for speedy retrieval of documents/information appropriately;

         Prepares routing of Orders and Board Appointees to the Jamaica Printing Services to be

Gazetted and other outgoing mails to the Registry;

         Takes Minutes of internal meetings and transcribes same in a timely manner;

         Organizes meetings hosted by the Senior Legal Officer;

         Prepares request for the booking of Conference Rooms for meetings;

     Prepares Agenda for meetings and organizes relevant information and documentations for the Legal Officers;

         Prepares drafting of letters, internal memoranda and any other matters as assigned by the

Senior Legal Officer;

         Maintains Diary/Calendar and schedules appointments for the Senior Legal Officer;

         Prepares Travel Claims for the Legal Officers;

         Prepares documents for work related training and travel;

         Prepares the stationery request for the Department on a weekly basis;

         Follows up with external and internal correspondence;

         Takes dictations and transcribes in a timely manner;

         Prepares Monthly Attendance Report for the Department;

         Prepares Monthly Productivity Reports for the Legal Officers;

     Assists the Legal Officers with the downloading of information from the internet which relates to the Department and/or the Ministry;

         Photocopies documents and faxes information, where appropriate;

         Receives and makes telephone calls on the request of the Senior Legal Officer;

         Records messages and routes same appropriately;

         Answers queries over the telephone and greets visitors to the Department;

         Performs any other related duties assigned by the Senior Legal Officer.

 

 

Required Knowledge, Skills and Competencies

 

         Knowledge of secretarial environment

         Good research skills

         Good interpersonal skills

         Excellent oral and written communication skills

         Organizational awareness

         Confidentiality and integrity

         Proficiency in the use of relevant computer applications


2

 

 

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 (4) to five (5) 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 spreadsheets; English Language at CXC or GCE OLevel; 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 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 OLevel; 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.

 

 

Applications   accompanied   by   résumés   shoul be   submitted    no   later   tha Thursday,

25th April, 2019 to:

 

Senior Director

Human Resource Management and Development Division Ministry of Industry, Commerce, Agriculture and Fisheries Hope Gardens

Kingston 6

 

Email:  hrm@micaf.gov.jm

 

 

Please note that only shortlisted applicants will be contacted.





  • Employer Ministry of Industry, Commerce, Agriculture & Fisheries
  • Salary Grade OPS/SS 3
  • Starting Salary (Gross/yr) $922,914.46 JMD
  • Max Salary (Gross/yr) $1,097,054.85 JMD
  • See Payslip & calculations below
  • AddressKingston
  • Views 58
  • Skillset Admin & Office
  • Created Apr 12, 2019
  • Deadline Apr 25, 2019
  • Primary Industry Government
  • Secondary Industry Federal Government Agencies
  • Ref Code: 164224E81B5340C6A844B589DB00BDA4
  • Duration: FULL_TIME

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