Salary Range: $781,231 – $928,638 per annum
JOB PURPOSE
Under the supervision of the Director, Documentation Information and Access Services, the Secretary will provide secretarial support for the effective operations of the branch.
KEY RESPONSIBILITY AREAS
- Organises meetings, seminars, workshops and venues and inform attendees of meetings beforehand
- Prepares Agendas for meetings and organise relevant information and documents
- Maintains schedules of meetings and appointments for the Director
- Receives and makes telephone calls for the Director and other senior staff in the branch
- Receive/hosts visitors to the Director;
- Maintains an effective and efficient information storage and retrieval system both manually and electronically
- Ensures the safety of confidential files and records
- Maintains adequate supply of stationery and other office supplies for the Director’s office and branch.
- Daily updates the attendance Register and prepares monthly punctuality and attendance records
- Maintains leave of absence record for the branch
- Compiles the branch monthly report
- Drafts letters of a routine nature and other correspondence for the Director’s signature
- Responds to internal and external requests for basic information
- Assists the Director and other Senior Officers with preparation of documents / reports (word processing)
- Attends in-house meetings and takes notes and reproduces in an accurate and presentable manner
- Makes amendments and collate documents as necessary
- Follow-up on correspondence and assignments issued by the Director to officers
- Processes incoming and outgoing correspondence as it relates to the Director
- Ensures prompt and accurate recording of the receipt and movement of correspondence
- Retrieves documents/information from MOHW Units, Departments and Agencies as required by the Director
- Operates office equipment such as scanner, binder, photocopier, fax machine in support of the work of the Director
- Liaises with the Regional Health Authorities and other government departments and agencies as required
REQUIRED COMPETENCIES
Core Competencies
- Good oral and written communication skills
- Good Human Relations and Interpersonal skills
- Good time management, planning and organizing skills
- Ability to demonstrate a high level of initiative, professionalism and confidentiality
- Ability to work on own initiative
Technical
- Sound knowledge of record keeping and records/file management techniques
- Sound knowledge of secretarial procedures and practices
- Proficiency in typewriting and shorthand
- Proficiency in the use of relevant computer software including spreadsheet and presentation software other computer applications
- Knowledge of modern office equipment
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 prescribed Office Professional Training Course at the Management Institute for National Development at (MIND;
- Typewriting/word processing at a speed of 45-50 wpm;
- Good shorthand/note taking skills of at least 100wpm would be an asset;
- At least two (2) years working experience in a similar capacity.
Applications with résumés are to be submitted no later than Thursday, April 14, 2022, to:
Senior Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm
The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only shortlisted candidates will be contacted.