Senior Secretary (Kingston, Jamaica) - Cannabis Licensing Authority

Job Purpose:

The Senior Secretary OPS/SS 2 is responsible for providing secretarial and administrative functions that supports the Director Human Resource Management and Development, that enhances the work processes and operations of the office

KEY OUTPUTS

• Minutes prepared
• Correspondence prepared and distribute
• Appointments scheduled
• Filing system developed and monitored
• Information appropriately routed
• Travel arrangements made

Key Responsibilities:

• Composes letters/memoranda from general instructions
• Reads and analyses incoming correspondence, submissions and reports in order to determine significance and distribution
• Answers the telephone, screens callers, and takes and relays messages
• Maintains schedules of routine, special appointments and advise the Director on matters requiring prompt attention
• Responds to request and inquires
• Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, and /or presentation software
• Assists in the organization of events and activities by scheduling rooms and issuing information.
• Maintains and monitors the schedule of meeting events for the unit
• Makes travel and accommodation arrangements for staff as required
• Co-ordinates the flow of paperwork, including periodic and special reports between the Human Resource Management and Development and the other divisions/units
• Researches and analyses data and prepared draft reports on administrative natters or other informational materials required
• Attend meetings in order to record minutes
• Complies, transcribes and distributes minutes of meetings
• Any other related duties as assigned
• Performs any other duties assigned from time to time

Required Knowledge, Skills and Competencies

• Good written communication skills
• Good oral communication skills
• Good leadership and management skills
• Excellent Planning and organizing skills
• Good time management skills
• Good Interpersonal skills
• Goal/results oriented
• Good Teamwork and Cooperation
• Problem Solving and Decision Making
• High level of confidentiality

Functional/Technical

• Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures
• Sound knowledge of web-based research techniques
• Proficient in the use of relevant computer applications
• Sound knowledge of Secretarial practices and procedures
• Good telephone techniques
• Proficient in Shorthand at a speed of 100-120 w.p.m.
• Proficient in Typewriting at a speed of 50-55 w.p.m.

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.

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 spread sheets; English Language at CXC or GCE O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development.

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 O’ Level; training in the use of a variety of software applications plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Salary range $715,413 to $850,401 per annum plus any allowance(s) attached to the post.

Applications should be submitted no later than Friday, November 8, 2019 to:

THE DIRECTOR HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT

CANNABIS LICENSING AUTHORITY

4TH FLOOR, PANJAM BUILDING,

60 KNUTSFORD BOULEVARD, KINGSTON 5

Email: vacancies@cla.org.jm

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