Under the direction of the designated Manager/Director, the Secretary is responsible for providing secretarial and stenographic services to facilitate the efficient and effective operation of the Division.
KEY RESPONSIBILITY AREAS

• Records letters, memoranda, minutes of meetings in shorthand; uses a personal computer to transcribe same in a suitable typewritten form.
•  Types reports, letters, memoranda and other documents from dictation or written drafts; proof reads written work before submission to Supervisor.
• Maintains the Director’s diary and schedules appointments and meetings based on knowledge of the Director’s commitments.
• Attends meetings hosted by the Director; records and reproduces minutes for circulation.
• Receives, opens, records and distributes incoming mail.
• Files correspondence and other material and maintains a record of the movement of files
• Faxes/photocopies documents as is required.
• Answers the telephone and transfers callers to supervisor or most appropriate officer; provides callers with routine information or records messages as is necessary.
• Greets and screens visitors; refers them to supervisor, provides them with routine information about the Authority or direct them to the relevant officers or office.
• Accesses and sends e-mails via internet.
• Maintains stationery supplies.

PERFORMANCE STANDARDS

• Letters, memoranda, documents and reports produced accurately and within agreed time frame
• Appointments scheduled and diary maintained in consultation with Supervisor
• Meetings attended and minutes produced accurately, in acceptable format and within agreed time frame.
• Incoming mails recorded accurately and distributed promptly
• Filing system maintained in accordance with established guidelines
• Confidentiality and integrity exercised at all times
• Documents photocopied and faxed within agreed time frame
• Telephone answered promptly and politely
• Visitors received courteously
• E-mail downloaded and forwarded as established
• Adequate supply of stationery at all times

REQUIRED COMPETENCIES

Technical/Functional Competencies

• Good secretarial skills
• Proficiency in shorthand at a speed of 100-120 w.p.m.
• Proficiency in typewriting at a speed of 50-55 w.p.m.
• Proficient in the use of relevant Software Applications

Core Competencies

• Knowledge of Government’s procedures
• Team building capacity
• Excellent  interpersonal skills and customer relations
• Excellent  communication skills
• Good time management skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Two subjects at CXC or GCE O’ Level  including English Language with proficiency in type writing at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; successful completion of the prescribed   secretarial course  at the Management Institute for National Development (MIND)

OR

• Graduation from an accredited Secretarial School 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 word processing applications and English Language at CXC or GCE O’ Level.
• 4-5 years general office experience