Secretary 2 (OPS/SS 2) [VACANT]

JOB PURPOSE

To provide secretarial support for the efficient and effective operations of the National Public Health Laboratory.

 

KEY OUTPUTS

  • Documents typed, amended and collated emanating from the section
  • An effective information storage and retrieval system maintained
  • Meetings and appointments organized and scheduled
  • Meetings attended

 

KEY RESPONSIBILITY AREAS

  • Types correspondence for Director’s signature
  • Dispatches correspondence to various Ministries/Departments/Units
  • Receives, answers and screens telephone calls and refers to appropriate officers from time to time
  • Maintains an efficient and effective information storage and retrieval system both electronically and manually
  • Receives, opens, sorts and log incoming mail and dispatches to relevant personnel/department
  • Logs and dispatches incoming and outgoing files to respective officers
  • Ensures prompt and accurate recording of the receipt and movement of correspondence
  • Ensures the safety of confidential files and documents.
  • Maintains appointment diary for the Director
  • Liaise and confirm with secretaries/administrator from departments/unit re usage of conference room for meetings

 

PERFORMANCE STANDARDS

The job is satisfactorily performed when:

  • Assigned tasks and regular duties are effectively carried out
  • Work carried out is of a high standard and organizational principles are adhered to
  • An efficient storage and retrieval system for correspondence is maintained
  • Confidentiality is maintained in the execution of duties.

 

REQUIRED COMPETENCIES

Functional/Technical Competencies Levels
Proficiency in the use of relevant computer applications  
Knowledge of secretarial procedures and practices  
Knowledge of administrative practices  
Knowledge of modern office equipment, practices and procedures  
Proficiency in typewriting and shorthand  

 

Core Competencies Levels
Oral Communication  
Written communication  
Teamwork and Cooperation  
Interpersonal skills  
Initiative  
Planning and organizing skills  
Managing external relationships  

 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

  • Four (4) CXC/GCE O’Level subjects including Math and English
  • Be proficient in typewriting and shorthand
  • Successful completion of the Certificate in Administrative Management Level 1 (CAM 1) course for secretaries conducted by the Management Institute for National Development

 

SPECIAL CONDITION ASSOCIATE WITH THE JOB

  • May be required to work beyond normal working hours as the need arises
  • Typical office working environment, no adverse working conditions

 

Interested persons may apply by submitting a cover letter and resume via email no later than Tuesday, June 30, 2020 to:

Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm

Please note that responses will be sent to short- listed applicants only.