(Salary: $2,190,302.00 per annum)
JOB PURPOSE
Under the supervision of the Chief Technical Director, the Executive Secretary plays a critical role in providing high-level administrative support to the Chief Technical Director of the Health Infrastructure Planning & Project Management Division. This position requires exceptional organizational abilities, discretion, and professionalism to effectively manage the executive office and facilitate seamless communication and coordination within the organization.
KEY OUTPUTS
- Administrative support to the Chief Technical Director, including managing schedules, appointments, travel arrangements, and correspondence provided.
- Materials for meetings, conferences, and presentations coordinated and prepared.
- Follow-up action and commitments made by the Chief Technical Director coordinated.
- Confidential and sensitive information maintained with utmost discretion.
- Activities related to liaison between the Chief Technical Director and internal/external stakeholders provided.
- Office operations managed.
- Inquiries handles in a professional and courteous manner.
- Correspondence, reports, and other documents drafted, edited and proofread.
- Research conducted.
- Data compiled and reports prepared.
- Assistance in the coordination of special projects and events as directed by the Chief Technical Director undertaken
Key responsibility areas INCLUDES:
Technical/Professional Responsibilities
- Schedule and coordinate meetings, appointments, and travel arrangements for the Chief Technical Director.
- Prepare agendas, materials, and presentations for meetings and events.
- Maintain an organized filing system for documents, records, and correspondence.
- Manage incoming and outgoing communication on behalf of the Chief Technical Director.
- Monitor and respond to emails, phone calls, and other inquiries in a timely manner.
- Ensure that office supplies and equipment are well-maintained and stocked.
- Assist in budget tracking and expense reporting as needed.
- Coordinate logistics for internal and external meetings, including venue bookings and catering.
- Greet visitors and guests in a professional and welcoming manner.
- Manage the Chief Technical Director’s calendar and remind of upcoming appointments and deadlines.
- Draft and edit internal and external communications, including memos, letters, and reports.
- Research and compile information for reports, presentations, and special projects.
- Coordinate and track action items from meetings and follow up on progress.
- Handle confidential information with discretion and maintain data security protocols.
- Support the Chief Technical Directorin decision-making by providing relevant information and updates.
- Collaborate with other team members to ensure smooth coordination and effective communication.
- Assist in the preparation of annual reports, strategic plans, and other organizational documents.
- Participate in staff meetings, take minutes, and follow up on action items.
- Coordinate travel arrangements, accommodations, and logistics for official trips.
- Monitor and track deadlines, deliverables, and key milestones for projects.
- Liaise with external partners, stakeholders, and government agencies on behalf of the Chief Technical Director.
- Assist in the preparation and submission of grant proposals, funding applications, and donor reports.
- Provide support in organizing training sessions, workshops, and seminars as needed.
- Maintain a high level of professionalism and confidentiality in all interactions.
- Continuously seek opportunities for personal and professional development to enhance job performance and effectiveness.
Data Protection Responsibilities
- Ensure compliance with data protection laws and regulations, and other relevant standards.
- Implement security measures to protect data from breaches and unauthorized access.
- Ensure that regular audits are conducted and assessments of data protection practices to ensure compliance.
Other Responsibilities
- Performs other related duties that may from time to time be assigned.
PERFORMANCE STANDARDS
- Schedule at least 95% of the Chief Technical Director’s appointments accurately and efficiently.
- Produce and distribute all correspondence within 24 hours ofrequest.
- Successfully coordinate at least 90% of events without major issues.
- Maintain organized records with zero instances of misplaced or lost documents.
- Respond to incoming communications promptly, with a maximum response time of 2 hours during working hours.
- Prepare accurate meeting agendas and minutes for all relevant meetings.
- Provide research support with a minimum of 95% accuracy in data compilation.
- Facilitate inter-departmental communication with a proactive approach to fostering collaboration.
- Maintain absolute confidentiality in handling sensitive information at all times.
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 Friday, January 10, 2025, to:
Senior Director
Human Resource Management & Development
Ministry of Health & Wellness
40 Knutsford Boulevard
Kingston 5
Email: jobs@moh.gov.jm
The Ministry of Health & Wellness thanks all applicants for their interest, but only those shortlisted will be contacted.