Senior Secretary

Accountable to

Director, Information Technology

Key Responsibility Areas

Technical/ Professional Responsibilities

 Performs stenographic duties for the production of letters, memoranda, minutes and other official documents.  Receives telephone calls and visitors, makes appointments and confirms meetings.  Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients.  Maintains schedule of all appointments and official engagements of the Director and issues reminders of ensure fulfilment.  Assists in the maintenance of effective client relations by, determining the nature of enquiries from visitors and callers.  Liaises as necessary between the Director and the other staff for dissemination of information and instructions.  Administers the attendance register and prepare monthly attendance report on staff in Division for submission to the Deputy Director Human Resource.  Orders and maintains inventory on stationery used in the Division.  Provides necessary logistic support in arranging meetings by arranging venues, informing attendees, and other related activities.  Establishes and maintains a records management system/procedure for the Division.  Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division.  Prepare draft responses, letters, memoranda, reports and notes of meetings.

Other Responsibilities

 Performs other related activities as requested

Performance Standards

.  Schedules and appointments are updated according to prescribed timeline.  Incoming correspondence and calls are processed according to established guidelines.  Meetings and travel arrangements are performed in accordance with guidelines.  Routine and official documents are prepared within allotted timeframes.  Minutes are prepared within agreed timeline and format.  Percentage of errors in minutes and routine correspondence produced.  Office supplies maintained according to established schedule.

Accountable to

Director, Public Library Network

Key Responsibility Areas

Technical/ Professional Responsibilities

 Performs stenographic duties for the production of letters, memoranda, minutes and other official documents.  Receives telephone calls and visitors, makes appointments and confirms meetings.  Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients.  Maintains schedule of all appointments and official engagements of the Director and issues reminders of ensure fulfilment.  Assists in the maintenance of effective client relations by, determining the nature of enquiries from visitors and callers.  Liaises as necessary between the Director and the other staff for dissemination of information and instructions.  Administers the attendance register and prepare monthly attendance report on staff in Division for submission to the Deputy Director Human Resource.  Orders and maintains inventory on stationery used in the Division.  Provides necessary logistic support in arranging meetings by arranging venues, informing attendees, and other related activities.  Establishes and maintains a records management system/procedure for the Division.  Performs follow ups to secure timely response from internal and external entities in respect to letters and memoranda emanating from the Division.  Prepare draft responses, letters, memoranda, reports and notes of meetings.

Other Responsibilities

 Performs other related activities as requested

Performance Standards

.  Schedules and appointments are updated according to prescribed timeline.  Incoming correspondence and calls are processed according to established guidelines.  Meetings and travel arrangements are performed in accordance with guidelines.  Routine and official documents are prepared within allotted timeframes.  Minutes are prepared within agreed timeline and format.  Percentage of errors in minutes and routine correspondence produced.  Office supplies maintained according to established schedule.

Or

Page 4 of 4  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, plus four (4) to five (5) years’ general office experience;

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 and four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. Page 1 of 4

Or

Page 4 of 4  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, plus four (4) to five (5) years’ general office experience;

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 and four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 1 © Jamaica Library Service Rvsd. January 2023

Required Competencies

Core

 Excellent organisational skills.  Excellent communication skills.  Team-oriented with excellent interpersonal skills.  Confidential

Technical

 Excellent administrative and secretarial skills  Proficiency in word processing and standard computer applications.

Minimum Required Education 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 and shorthand at a speed of 100- 120 words per minute, plus four (4) to five (5) years’ general office experience;

Required Competencies

Core

 Excellent organisational skills.  Excellent communication skills.  Team-oriented with excellent interpersonal skills.  Confidential

Technical

 Excellent administrative and secretarial skills  Proficiency in word processing and standard computer applications.

Minimum Required Education 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 and shorthand at a speed of 100- 120 words per minute, plus four (4) to five (5) years’ general office experience;