Secretary (Kingston, Jamaica) - Ministry of Health & Wellness

 

Job Title: Secretary (OPS/SS 3) (vacant)
Salary: $ 1,711,060

JOB PURPOSE

Reporting to the Chief Internal Auditor (CIA), the Senior Secretary is responsible to provide secretarial and administrative support and to ensure the effective and efficient functioning of the CIA’s office.

KEY OUTPUT
Letters/memoranda composed;
Notes, minutes and reports produced;
Information assembled , disseminated and communicated ;
Incoming/outgoing mail processed;
Meetings/workshops planned, coordinated and organized;
Appointments/engagements scheduled, and logged;
Proper storage and retrieval of documents manually and electronically;
Office administration managed and office supplies maintained;
Calls and visitors handled;
Key responsibility areas INCLUDES:

• Organises meetings and meeting venues and inform attendees of meetings beforehand;
• Prepares Agendas for meetings and organise relevant information and documents;
• Maintains schedules of routine and special appointments for the CIA, advising of matters requiring prompt attention;
• Receives and makes telephone calls for the CIA and other staff in the Division;
• Receive/hosts visitors to the CIA/Division;
• Operates office equipment such as photocopier, fax machine in support of the work of the Division;
• Maintains an effective filing and storage system that allows security, and speedy retrieval of documents/information in accordance with established standards.
• Maintains adequate supply of stationery and other office supplies for the CIA’s office and Division;
• Reviews the attendance register and maintain leave application cards;  Prepares quarterly reports on late arrival;
• Prepares annual report on absences in excess of sick leave;
• Composes letters/memoranda from general instructions;
• Drafts letters of a routine nature and other correspondence for the CIA’s signature;
• Takes dictation and reproduces notes in an accurate and presentable manner;
• Processes incoming and outgoing correspondence in accordance with established guidelines;
• Researches and compiles information as requested;
• Assembles and disseminates information to internal and external personnel as requested;
• Takes minutes at meetings and reproduce and distributes in accordance with established guidelines;
• Retrieves documents/information from Registry, Documentation Centre as required by the CIA in accordance with established standards;
• Assists in the preparation of reports (status, draft and final);
• Performs other related duties that may from time to time be assigned by the Chief Internal Auditor.

Minimum Required Education and Experience

• Successful completion of a course of study at an accredited Secretarial School and English Language at the CXC/GCE O’Level English;
• Successful completion of the Certified Administrative Management (CAM) Level 2 Course at MIND;
• Typewriting/word processing speed of at least 50 wpm;
• Excellent shorthand/note taking skills of at least 100 wpm;
• At least four (4) years of general office experience;

Applications with résumés are to be submitted with post in subject line no later than Friday, September 6, 2024 to:

Senior Director

Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue,
Kingston 10.

Email: jobs@moh.gov.jm

The Ministry of Health thanks all applicants for their interest; however, please note that only short-listed candidates will be contacted.