Secretary (Kingston, Jamaica) - Min. of Science, Energy, Telecommunications and Transport

 JOB PURPOSE

Under the general direction of the Senior Technology Officer/Office Manager, provides administrative, secretarial, programmatic and clerical support to staff of the secretariat and to maintain a functional office environment while performing a variety of non-complex duties.

KEY OUTPUTS

• Maintenance of Executive Director’s calendar/electronic diary;
• Coordination and scheduling of meetings;
• Management of travel arrangements;
• Maintained and secured filing system;
• Recorded and dispatched incoming and outgoing correspondence;
• Attendance at meetings, notes and minutes;
• Efficient customer service;
• Reports;
• Meetings arranged;
• Attend board meeting.

KEY RESPONSIBILITY AREAS
Administrative/Secretarial/Clerical

• Organizes meetings for the Commission as necessary;
• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook program to ensure co-ordination;
• Handles routine correspondence on behalf of the Executive Director and other members of the Commission by retrieving and sending correspondence from intranet and internet;
• Receives and disseminates information on behalf of the Director and other members of the Division;
• Maintains the Executive Director’s diary electronically by recording appointments, meetings visit etc. on a day-to-day basis and confirms, cancels and reschedules appointment on the Executive Director’s behalf;
• Addresses matters relating to the general maintenance of the Commission;
• Liaises with internal and external customers;
• Attends meetings as required, makes notes and produces minutes for dissemination and followup action;
• Sorts, files and maintains alphabetical, numerical, and subject filing systems;
• Types forms, memoranda, reports and other copy material;
• Checks and compares data for accuracy and completeness;
• Gathers specified information and compiles routine reports;
• Develops and enters data into computer system, and in Excel sheets;
• Answers incoming calls phones according to agreed procedures and transfer to the appropriate staff;
• Records and relays detail information correctly from telephone calls to appropriate staff;
• Takes and distribute accurate messages;
• Greets the public and clients and directs them to the relevant officer;
• Receives, logs, sorts, distributes incoming and outgoing mail;
• Monitors incoming emails and respond or forward as required;
• Fax, scan and photocopy documents;
• Updates and maintains databases such as mailing lists, contact lists and client information;
• Retrieves information as requested;
• Co-ordinates and maintains staff administrative records such as staff parking, staff phones and payments;
• Types documents, reports and correspondence;
• Assists with event planning and implementation of programmes;
• Assists with updating and maintaining internet website as directed;
• Establishes, maintains and updates Facebook page for NCST to keep the public updated of our activities and programs;
• Monitors and maintains office supplies.

Other

• Performs any other related duties assigned from time to time by the

PERFORMANCE STANDARDS

• Assignments are of a high quality and completed within the agreed timeframe;
• Customers are treated promptly and courteously;
• Confidentiality and integrity are maintained;
• Board meetings arranged according to established guidelines;
• Meeting minutes recorded and produced according to establish guidelines and within agreed time frame;
• Diary maintained according to established standards;
• Payment of stipend coordinated according to establish standards. 

REQUIRED COMPETENCIES
The Performance Management and Appraisal System: Guideline System and Reference Manual –
Competency Framework informed the following with grade ‘1’ being the lowest and ‘3’ or ‘4’ the
highest
Core                             Level                         Functional                                                    Level
Oral communication         2                             Initiative                                                         1
Written communication     2             Use of technology (relevant computer                           1
                                                    applications – Microsoft Word, Mail Merge,
                                                PowerPoint, Excel, Publisher, Outlook etc.)

Customer and quality focus 2          Problem solving and decision making                     1

Team work and                  2 Planning and organizing (able to plan own work             2
and task)
cooperation

Interpersonal skills             2                 Technical Skills                                                        2
Compliance                       1

Quality of output               -                     •
Integrity                            4                     • Require limited supervision

                                                                • Work management and prioritizing skills
                                                                • Attention to detail
                                                                • Accuracy
                                                                • Flexibility
                                                                • Reliability
                                                                • Typing and minute taking ability
                                                                • Internet skills including use of e-mails,

                                                                  group messaging and data collection          

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Four (4) CXC or GCE ‘O’ Level subjects inclusive of English Language and a numeric subject;
• Successful completion of the prescribed course of study at the Management Institute for National Development (MIND) or Diploma/Certificate from an accredited secretarial school or successful completion of Certified Professional Secretary Course;
• 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 Microsoft office and other relevant computer applications;
• Four (4) to five (5) years of relevant experience.

CONDITIONS ASSOCIATED WITH THE JOB

• May be required to work beyond normal working hours to meet critical deadlines;
• Prolonged use of computer.

AUTHORITY

• Signs specified correspondents on behalf of Supervisor.

Applications should be submitted no later than September 29, 2023 at 4:00 p.m. to:

Principal Director,

Corporate Services Division,

Ministry of Science, Energy, Telecommunications and Transport,

PCJ Building, 2nd Floor,

36 Trafalgar Road,

Kingston 10.

Applications should include the names and positions of two (2) senior persons who can provide a character and work-related reference.

Applications may also be forwarded to the email address: careers@mset.gov.jm

Additional details may be found on the Ministry's website: www.mset.gov.jm 

We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted.