Secretary (Port Antonio & Black River, JM) - Post and Telecommunications Department

 Secretary  (OPS/SS  2) 

Job Purpose   

Under  the  direct  supervision  of  the  Regional  Manager,  the  Secretary  2  (OPS/SS  2)  is responsible  for  providing  secretarial  and  administrative  support  to  ensure  the  effective  and efficient operations of the Unit/Section. 

Key  Responsibilities 

Management/Administration 

• Collaborates with supervisor in the development of Individual Work Plan.  Professional/  Technical     
• Types  letters,  memoranda,  reports  and  other  documents  from  hand  written notes  and drafts for  the  Regional  Manager;   
• Receives,  opens,  sorts,  records and  dispatch incoming  mail/  correspondence; 
• Maintains records  of  correspondences  sent  to  /received  from  other  Departments;   
• Proof  reads,  verifies and  reviews  materials,  records  and  reports  for  accuracy  and completeness;   
• Records and  prepares Minutes  for  meetings;   
• Researches  and  compiles information  as  required  by  Regional  Manager;   
• Receives telephone  calls,  records  message and  makes  contact  with internal  personnel  to obtain and or  disseminate information  within scope of  authority;     
• Maintains an  efficient  records  management  system;   
• Maintains calendar  of  activities,  meetings  and  various events  for  the  Regional  Manager; 
• Dispatches  forms  for  completion on  a  monthly  basis  to  Post  Offices  in a  timely  manner;   
• Collates  mail  statistics  from  Post  Offices  and  submit  to Mail  Planning  for  monthly  statistical report;   
• Completes  monthly  Regional  reports.   
• Maintains  records  of  Branch  Managers’ E1  Cards,  leave application  forms  and advice resumption  of  all  staff  members; 
• Assists  in arranging staff  meetings  or  any  other  meetings  on  direction  of  the Regional Manager  
• Performs any other related duties which may be assigned from time to time. 

Required  Knowledge,  Skills  and  Competencies   

• Ability  to work  on  own initiative   
• Good oral  and  written  communication  skills   
• Excellent  time  management  skill  
• Planning  and organizational  skills   
• Proficient  in  the  relevant  computer  application   
• Possess  a  working  knowledge of  office  equipment,  eg.,  fax    and  photocopier  machine   
• Sound knowledge of  office procedures     
• Good records  management  skills     
• Working  knowledge of  the operation  of  Government/  Department  policies and  procedure  
• Knowledge of the relevant regulations, policies and procedures governing the organization

 Minimum  Required  Qualification  and Experience

• CXC or  GCE  ‘O’  Level  English  Language  or  equivalent  with  proficiency  in  typewriting  at a  speed  of  40-45  words  per  minute;  successful  completion  of  the  prescribed  Office Professional  Training  Course  at  the  Management  Institute  for  National  Development (MIND);

Or

• CXC or GCE ‘O’  Level  English Language with proficiency  in typewriting  at  a speed  of  4045  words  per  minute  and  training  in  word  processing  and  spreadsheet  applications.   
• Graduated  from  an  accredited  Secretarial  School  with  at  least  three  (3)  years’ experience in the field. 
•  At this level, Shorthand at a speed of 80-100 words per minute would be an asset. 

Applications accompanied by  Résumés  should be  submitted  no  later  than  Wednesday, 23rd  September,  2020  to: 

Director, Human Resource Management and Development 
Post  and Telecommunications  Department 
6  –  10  South  Camp Road 
Kingston 
Email:  hrunit@jamaicapost.gov.jm

Please note that only shortlisted applicants will be contacted.