Job vacancy Secretary 2 (OPS/SS2)

JM, St. Thomas

• To provide secretarial services, maintain a record of all files and documents, maintain a follow-up system, make appointments, draft memoranda in relation to administrative matters from time to time, receive visitors, make arrangements for meetings, prepare replies to routine correspondence and obtain and collate information as required.

Responsibilities
KEY OUTPUTS

• Accurate letters and memoranda typed and submitted
• Accurate information provided
• Letters memoranda, circulars and other documents copied
• Letters and relevant documents dispatched
• Telephone answered and messages relayed
• Particulars of salary and allowances requested
• Files requested and returned

KEY RESPONSIBILITY AREAS

• Types letters, memoranda, circulars and submit same to the appropriate officer as required
• Provides information for internal and external customers as required
• Makes copies of letters, memoranda, circulars and other documents as required
• Dispatches letters and relevant documents to staff members and public entities as required
• Answers the telephone and relays information to the relevant officers.
• Liaises with relevant officers to ascertain the particulars of salary and allowances of staff members as required
• Requests files and returns same to the main documentation centre
• Performs any other related duties that may be assigned

PERFORMANCE STANDARDS

• Accurate letters and memoranda typed in the required format and submitted to the relevant officers within the agreed time frame
• Letters, memoranda and circulars and document copied within the agreed timeframe
• Letters and relevant documents dispatched to the appropriate staff members and public entities within the agreed timeframe
• Telephone answered in accordance with establish guidelines and messages relayed within the agreed timeframe
• Correct files requested and returned within the agreed time frame
• Particulars of salary and allowances of relevant staff members requested of the appropriate officers within the agreed time frame
• Accurate information provided to internal and external customers in accordance with the established guidelines as required

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical working environment;
• No adverse working conditions.

Skills
Good oral and written communication skills
Good typing skills
Good interpersonal skills
Proficient in the use of the relevant computer application
Good knowledge of the Government Policies and the Ministry’s function

17 May, 2024 (12 days left)