SENIOR SECRETARY (Kingston, Jamaica) - Houses of Parliament

SENIOR SECRETARY PAY BAND 4 (OPS/SS 3) (vacant)

Applications are invited from suitably qualified persons for the post of Senior Secretary Band 4
(OPS/SS 3) (vacant) at the Houses of Parliament.

The salary range is from $1,711,060 - $2,301,186 per annum.

JOB PURPOSE
The incumbent will be responsible for providing secretarial and administrative support to the
Committee Administration and Research Coordinator.

MAIN DUTIES AND RESPONSIBILITIES

• Types correspondence, reports and other documents, as required;
• Composes letters and memoranda as required and submit for review;
• Establishes, updates, maintains and controls computerized and manual confidential files
• Takes minutes at meetings;
• Organises and maintains proper filing system;
• Maintains appointment diary and reminds of appointments, in advance;
• Prepares Agendas for meetings and recognize relevant information and documents;
• Ensures that the weekly schedule is prepared and distributed to all members of staff and all other relevant bodies;
• Keeps an up to date list of all Committees of the Houses of Parliament;
• Assists with the reproduction of documents for committee meetings;
• Receives and screens telephone calls and directs them accordingly;
• Answers general enquiries regarding the Unit
• Performs other related functions assigned from time to time.

REQUIRED SKILLS/COMPETENCIES

• Good time management and organizational skills
• Excellent oral and written communication skills
• Must be able to work under pressure
• Excellent planning and organizing skills
• Excellent interpersonal and team building skills
• Ability to work on own initiative
• Proficient in the use of computer applications

MINIMUM QUALIFICATIONS AND EXPERIENCE

• CXC or GCE O’ Level English Language; successful completion of the prescribed course of study at the Management Institute for National Development, proficiency in typewriting at speed of 50-55 words per minute, plus four to five (4-5) years general office experience, OR
• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute; training in the use of a variety of software applications e.g. word processing, database and spreadsheets; English Language at CXC or GCE O’ Level; completion of appropriate Office Professional Training Course at Management Institute for National Development plus four to five (4-5) years general office experience, OR
• Successful completion of Certified Professional Secretary course or Certificate in Administrative Management (CAM), Level 2; proficiency in typewriting at a speed of 50-55 words per minute; English Language at CXC or GCE O’ Level; training in the use of a variety of computer software applications and four to five (4-5) years general office experience.

Application accompanied by resume should be submitted no later than Friday, September 27,
2024 to:

Clerk to the Houses,
Houses of Parliament,
Gordon House,
81 Duke Street,
Kingston.
Email: clerk@japarliament.gov.jm

Please note that only short listed applicants will be contacted.