Job vacancy Secretary 2 (OPS/SS2)

JM, Kingston

• Under the direction of the Principal Social Worker (PSW) the Secretary 2 is responsible for providing secretarial and administrative services to ensure the effective and efficient operations of the department

Responsibilities
KEY OUTPUTS

• Processes incoming and outgoing correspondence and distributes them in accordance with established guidelines
• Prepares Agendas for meetings and organizes relevant materials and documents;
• Records and reproduces Minutes at meetings and circulates same to relevant stakeholders in accordance with established guidelines;
• Establishes and maintains a system for the control of confidential files that allows for security, and speedy retrieval of documents/information in accordance with established standards;
• Gather information and provide reports that may be required to support the PSW’s office
• Prepares documents for review
• Supervise the duties of the Records Clerk and Secretary 1

KEY RESPONSIBILITIES

• Composes letters/memoranda from general instructions;
• Responds to routine and other correspondence as directed;
• Takes dictation and reproduces notes in an accurate and presentable manner;
• Processes incoming and outgoing correspondence and distributes them in accordance with established guidelines;
• Assembles and disseminates information to internal and external persons as requested;
• Retrieves documents/information as required by the PSW in accordance with established standards;
• Maintains a record of the movement of files/correspondence within the Unit;
• Develops and maintains databases as required to support the office
• Makes logistic arrangements (booking of room, inviting participants etc.) for meetings hosted by the PSW
• Prepares Agendas for meetings and organizes relevant materials and documents as instructed;
• Records and reproduces minutes at meetings and circulates same to relevant stakeholders in accordance with established guidelines;
• Operates office equipment such as photocopier, fax machine in support of the work of the PSW and the Unit;
• Maintains schedules of meetings and special appointments for the PSW, advising of matters requiring prompt attention;
• Receives and makes telephone calls for the PSW and other staff in the Unit;
• Receives/hosts visitors to the Principal Social Worker;
• Establishes and maintains a system for the control of confidential files that allows for security, and speedy retrieval of documents/information in accordance with established standards;
• Types and submits letters, memoranda, circulars to the appropriate officers
• Dispatches letters and relevant documents to staff members and public entities as required;
• Responds to telephone and email queries appropriately and relays information to the relevant officers;
• Gather information and provide reports that may be required to support the PSW
• Liaises with the other sections within the Ministry for the retrieval of files and correspondence for the department’s staff
• Reports to the PSW on issues relating to staff welfare such as leave entitlement etc.

PERFORMANCE STANDARDS (Outputs and Performance Standards)

1. Manage incoming and outgoing correspondence

• Correspondence processed according to established guidelines

1. Prepare agenda, record and produce minutes of meetings

• Documents produced and dispatched within established timeframe

1. Maintains a system for the control of confidential files

• System maintained and files kept current

1. Maintain schedule of meetings and special appointments

• Schedule maintained current and priorities reported

1. Prepares documents for review

• Documents prepared within specified time frame

Skills
Good oral and written communication skills
Excellent command of the English Language
Excellent typing and shorthand skills
Good Interpersonal, time management and organizing skills
Results oriented
Confidentiality, Integrity and sound judgment
Knowledgeable of the Ministry’s functions, policies and procedures
Initiative (ability to work without supervision and work under pressure)
Sound knowledge of record keeping and records/file management techniques;
Sound knowledge of office procedures
Proficiency in the use of relevant computer software including spreadsheet and other computer applications

17 May, 2024 (12 days left)