Salary: $2,190,302.00 per annum
JOB PURPOSE
Reporting to the Chief Technical Director, Standards and Regulation, the Executive Secretary 1 is responsible to provide secretarial and administrative support and to ensure the effective and efficient functioning of the Chief Technical Director’s office.
KEY OUTPUT
- Letters/memoranda composed;
- Notes and reports produced, reproduced and distributed;
- Information assembled, disseminated and communicated;
- Meetings, seminars, conferences, workshops planned, coordinated and organized;
- Appointments/engagements scheduled, and logged;
- Research conducted;
- Incoming/outgoing mail processed;
- Local travel plans made;
- Control system for the safe keeping and retrieval of documents and reports established and maintained;
- Office administration managed and office supplies maintained;
- Calls and visitors handled;
Key responsibility areas INCLUDES:
Management/Administrative
- Organises meetings and meeting venues, seminars, conferences and workshops and inform attendees beforehand;
- Prepares Agendas for meetings and organise relevant information and documents;
- Maintains schedules of routine and special appointments for the Chief Technical Director, advising of matters requiring prompt attention;
- Prepares weekly itinerary for the Chief Technical Director;
- Makes arrangements and prepares itinerary for local travel;
- Receives and makes telephone calls for the Chief Technical Director and other staff in the Division;
- Interviews visitors and callers, determine the nature of their enquiry and refers persons to the proper authority;
- Receive/hosts visitors to the Chief Technical Director;
Technical/Professional
- Composes letters/memoranda from general instructions;
- Drafts letters of a routine nature and other correspondence for the Chief Technical Director’s signature;
- Takes dictation and reproduces notes in an accurate and presentable manner;
- Takes minutes at meetings and reproduce and distributes;
- Processes incoming and outgoing correspondence in accordance with established guidelines;
- Assembles and disseminates information to internal and external personnel as requested;
- Retrieves documents/information from Registry, Documentation Centre as required by the Chief Technical Director in accordance with established standards;
- Researches issues on certain situations and compiles reports and papers and present findings on the matter under review;
- Assists in the preparation and collation of standard reports;
- Establishes and maintains a system for the control, safe keeping and retrieval of classified, secret and confidential documents and reports;
- Operates office equipment such as photocopier, fax machine in support of the work of the Chief Technical Director and the Division;
- Liaises between the Chief Technical Director, Standards and Regulation and members of staff and transmits instructions to staff.
Other Responsibilities
- Performs other related duties that may from time to time be assigned.
PERFORMANCE STANDARDS
- Composed letters and memoranda are free of grammatical errors and are timely;
- Notes and reports produced, reproduces and distributed in a timely manner are sound and a high level of accuracy is maintained;
- Information assembled, disseminated and communicated in a timely manner;
- Incoming/outgoing mail processed and distributed in a timely manner;
- Meetings /workshops are efficiently planned, coordinated and organized;
- Appointments/engagements are accurately logged and reminders provided to facilitate effective preparation and timely arrival;
- Travel arrangements for the Chief Technical Director and other members of staff are timely and meet requirements;
- Control system for the safe keeping and retrieval of documents and reports established and maintained in keeping with appropriate practices and procedures;
- Office administration managed and office supplies maintained;
- Visitors, callers and other business contacts are treated with courtesy and their requests/questions are handled in a timely manner;
- Stipulated deadlines and quality standards are consistently met;
- Confidentiality, courtesy, professionalism, dependability and tact are displayed in the conduct of duties;
- Harmonious relations are maintained with staff members and external contacts.
Minimum Required Education and Experience
- Four (4) CXC/GCE O’ Levels (or equivalent) including English Language; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more; Five (5) years general office experience.
OR
- Successful completion of the Certified Professional Secretary Course; English Language at CXC/GCE ‘O’ level; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more; Training in the relevant software applications e.g. word processing, database and spreadsheet; Five (5) years general office experience.
OR
- Graduate from an accredited school of Secretarial Studies; Successful completion of the Certificate in Administrative Management Level 2 at the Management Institute for National Development (MIND); Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more; Training in the relevant software applications e.g. word processing, database and spreadsheet; Five (5) years general office experience
Kindly submit a cover letter and resume along with the names, telephone numbers, and email addresses of two (2) references, one of whom must be a former or current supervisor.
Applications with résumés are to be submitted no later than Wednesday, August 28, 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 & Wellness thanks all applicants for their interest, but only those shortlisted will be contacted.