Executive Secretary 1 (OPS/SS4)

JOB PURPOSE

 

Under the direction of the Deputy Governor-General’s Secretary (Corporate Services), the Executive Secretary 1 performs a wide range of administrative and office support activities in order to facilitate efficient operations and optimum output. The incumbent supports effective service delivery by implementing administrative systems, policies and procedures, monitoring administrative projects, and providing general office services.

The Executive Secretary projects a professional image through in-person and telephone interaction, thereby upholding the Office’s high standards of service delivery, which is considered vital and deserving to visitors, stakeholders and staff.

 

KEY RESULT AREAS/ OUTPUT

 

  1. Office schedules and appointment diaries
  2. Reports
  3. Recorded messages/Minutes
  4. Letters, Correspondence, memoranda and reports
  5. Meetings Arrangements.
  6. Filing system.
  7. Travel arrangements.

 

KEY RESPONSIBILITY AREAS

 

Management/Administrative Responsibilities

Not applicable.

 

Technical/Professional Responsibilities

  1. Receive, sort and record all incoming correspondence; deliver to the Deputy Governor-General’s Secretary – Corporate Affairs, pointing out those requiring immediate attention.

 

  1. Answer, screen and transfer inbound phone calls, and make outbound calls as required.

 

  1. Retrieve, and/or disseminate information within the scope of responsibilities.

 

  1. Receive, refer and direct visitors and/or callers as required.

 

  1. Schedule appointments through consultations as required.

 

  1. Ensure that relevant information is circulated and signed off accordingly.

 

  1. Prepare agendas and schedules for meetings, take minutes, compile, transcribe and distribute. Ensure that minutes are devoid of errors and circulated within three (3) working days.

 

  1. Schedule and coordinate travel arrangements and meetings for authorized trips.

 

  1. Compose letters, memoranda and reports; prepare written responses to routine enquiries.

 

  1. Send e-mails; fax, scan, copy, file, retrieve documents and correspondence as required.

 

  1. Maintain an appropriate system to control and safeguard, confidential documents, files and reports.

 

     12. Take care of requests for information and data, conduct      research  on related matters.

 

  1. Liaise with appropriate staff members on related matters and activities. Follow-up on such matters to ensure speedy consideration and conclusion.

 

  1. Perform any other duties assigned from time to time.

 

Departmental Human Resource Responsibilities

Not applicable

 

Other Responsibilities

 

  1. Provide relieve coverage for the Telephone Operator/Receptionist.
  2. Provide support to the Executive Office of The Governor-General’s Secretary as needed.

 

PERFORMANCE MEASURES

 

  1. Staff and visitors are responded to courteously at all times, and requests are addressed expeditiously.

 

  1. Appointments are accurately scheduled and timely reminders given.

 

  1. Letters and memoranda are composed according to defined standards.

 

  1. General correspondence is accurately filed and easily retrievable within the given time frame.

 

  1. Documents, reports and other material are accurately duplicated, collated and packaged to assure professional appearance.

 

6. Tasks and assignments are completed in their entirety and in a                 timely manner.

 

7.  Protocol requirements are observed and followed accordingly.

 

8.  Minutes for meetings and other relevant information are                            completed and circulated within the agreed time frame.

 

9.  Confidentiality, courtesy, integrity and professionalism are                        demonstrated in the execution of duties and in personal                            conduct.

 

 

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

 

  1. Knowledge of clerical and administrative procedures and systems.

 

  1. Administrative writing and reporting.

 

  1. Knowledge of principles and practices of basic office management.

 

  1. Know-how in operating standard office equipment.

 

 

REQUIRED SKILLS & COMPETENCIES

 

  1. Is a competent user of personal computers with knowledge of relevant software applications.

 

  1. Planning, organizing, prioritizing, attention to detail and accuracy.

 

  1. Excellent interpersonal skills and able to work as part of a team.

 

  1. Information gathering, information assessment and professionalism.

 

  1. Excellent verbal and written communications skills with time management skills.

 

  1. Able to apply good judgement, exercise initiative and cope well under pressure.

 

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

 

  • A Bachelor’s Degree in Business Administration OR Management OR equivalent from a recognized tertiary institution.

 

AND

 

  • Successful completion of the Certificate in Administrative Management Level 3 (CAM 3) OR equivalent from an accredited school.

 

  • Five (5) years of related and progressive working experience.

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

 

  • This is a typical office environment, with no adverse working conditions, however, there can be pressure on a periodic basis. Extended working hours can be expected.

 

AUTHORITY TO:

 

  • Maintain close collaboration with internal and external stakeholders.
  • As may be delegated from time to time.

 

 

LIAISE WITHIN THE OFFICE:

 

POSITION TITLE PURPOSE OF COMMUNICATION
All Management and Non-management staff

 

Inventory Officer

 

Procurement Officer

 

Accounting & Finance Unit

 

Provide and request information

 

 

LIAISE EXTERNALLY TO THE OFFICE:

 

POSITION TITLE PURPOSE OF COMMUNICATION
Officers in Ministries, Agencies and Departments

 

Representatives of Private Sector organizations

 

Make appointments, request information as directed

 

Provide and obtain information; set/confirm meetings and appointments

Vendors and suppliers

 

Provide and obtain information

 

 

 

You may email your application letter and resume to humanresources@kingshouse.gov.jmPlease state the post of interest in the subject line.

We appreciate all interests; however, we will respond only to candidates shortlisted.

Applications close on Friday, October 8, 2021.