1. Correspondence prepared
2. Minutes transcribed/reproduced
3. Minutes circulated
4. Meetings/events coordinated
5. Emails accessed and sent
6. Calendar and diary of events generated and maintained
7. Filing system established and maintained
8. Databases updated and maintained
9. Appointments/events scheduled and maintained
10. Telephone calls routed
11. Absence & leave record monitored
12. Official documents/forms generated
13. Incoming and outgoing correspondence processed/logged
14. Reports submitted

1. Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from draft or verbal.
2. Composes routine correspondence; copies, disseminates and post documents and information as directed.
3. Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers
4. Assists with coordinating the submission of budget information for the Branch/Division
5. Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
6. Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
7. Updates & maintains databases in a timely manner
8. Provides support for meetings by;
9. Making arrangements for venue/meeting room and refreshments, projector, etc.
10. Recording and generating accurate and timely minutes of meetings

• Produces and distributes action sheet, agenda and reports for meetings

1. Preparing and compiling documents for review/circulation
2. Ensuring the circulation of minutes prior to meetings
3. Monitors the schedule for secretarial support and devotion for staff meetings
4. Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
5. Organises and maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all incoming and outgoing mails
6. Maintains an appropriate system to control and safeguard confidential documents, files and reports
7. Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
8. Maintains and supports an effective records management systems to include document control procedures for the Division/Branch
9. Maintain absence and leave record for the Branch/Division
10. Receives and appropriately route phone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority
11. Ensures that urgent matters are re-routed for immediate attention in the absence of the Director
12. Produces follow-up action for Directors and Managers and provide timely reminders
13. Assists with the planning of staff activities and other NLJ events as directed
14. Photocopies and collates documents as required;
15. Prepares and maintains adequate supply of official forms/documents and stationaries for the Division/Branch
16. Provides administrative support for Board of Management Committee Meetings as assigned
17. Maintains a relief telephone operator register/schedule for the switchboard
18. Provides relief support for the switchboard as assigned
19. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
20. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.
21. Prepares report as directed
22. Performs any other related duties assigned from time to time

1. Correspondence prepared according to agreed standard
2. Correspondence prepared within specified time
3. Minutes reproduced within specified time
4. Incidence of errors and omissions in correspondence and minutes
5. Minutes circulated within agreed time
6. Meetings/events coordinated according to agreed standard
7. Meetings/events coordinated within specified time
8. Emails accessed and sent within specified time
9. Incoming and outgoing correspondence processed according to agreed standard and within specified time
10. Telephone calls answered and routed within specified time according to agreed standards
11. Absence & leave record monitored within specified time according to agreed standard
12. Incidence of errors and omissions in absence/leave records

• Calendar and diary of events generated and maintained within specified time
• Filing system maintained according to agreed standard
• Filing system maintained within specified time
• Incidence of errors and omissions in filing system
• Appointments/events scheduled and maintained within specified time
• Official documents/forms generated within specified time
• Reports submitted within specified time according to agreed standards
• Incidence of errors and omission in reports

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

• Administrative Management
• Planning & Organising
• Initiative
• Integrity & Confidentiality
• Interpersonal Skills
• Compliance
• Records Management
• Data Management
• Information Communication Technology

• Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution with passes in Five (5) CSEC or equivalent subjects including English Language
• Two (2) years’ related experience working in an administrative capacity or related environment

Applications accompanied by detailed resume should be sent by Monday, March 10, 2025 @ 5 p.m.

Director, Human Resource Management and Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm

We appreciate all responses, however only shortlisted candidates will be contacted

1. Correspondence prepared
2. Minutes transcribed/reproduced
3. Minutes circulated
4. Meetings/events coordinated
5. Emails accessed and sent
6. Calendar and diary of events generated and maintained
7. Filing system established and maintained
8. Databases updated and maintained
9. Appointments/events scheduled and maintained
10. Telephone calls routed
11. Absence & leave record monitored
12. Official documents/forms generated
13. Incoming and outgoing correspondence processed/logged
14. Reports submitted

1. Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from draft or verbal.
2. Composes routine correspondence; copies, disseminates and post documents and information as directed.
3. Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers
4. Assists with coordinating the submission of budget information for the Branch/Division
5. Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
6. Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
7. Updates & maintains databases in a timely manner
8. Provides support for meetings by;
9. Making arrangements for venue/meeting room and refreshments, projector, etc.
10. Recording and generating accurate and timely minutes of meetings

• Produces and distributes action sheet, agenda and reports for meetings

1. Preparing and compiling documents for review/circulation
2. Ensuring the circulation of minutes prior to meetings
3. Monitors the schedule for secretarial support and devotion for staff meetings
4. Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
5. Organises and maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all incoming and outgoing mails
6. Maintains an appropriate system to control and safeguard confidential documents, files and reports
7. Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
8. Maintains and supports an effective records management systems to include document control procedures for the Division/Branch
9. Maintain absence and leave record for the Branch/Division
10. Receives and appropriately route phone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority
11. Ensures that urgent matters are re-routed for immediate attention in the absence of the Director
12. Produces follow-up action for Directors and Managers and provide timely reminders
13. Assists with the planning of staff activities and other NLJ events as directed
14. Photocopies and collates documents as required;
15. Prepares and maintains adequate supply of official forms/documents and stationaries for the Division/Branch
16. Provides administrative support for Board of Management Committee Meetings as assigned
17. Maintains a relief telephone operator register/schedule for the switchboard
18. Provides relief support for the switchboard as assigned
19. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
20. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.
21. Prepares report as directed
22. Performs any other related duties assigned from time to time

1. Correspondence prepared according to agreed standard
2. Correspondence prepared within specified time
3. Minutes reproduced within specified time
4. Incidence of errors and omissions in correspondence and minutes
5. Minutes circulated within agreed time
6. Meetings/events coordinated according to agreed standard
7. Meetings/events coordinated within specified time
8. Emails accessed and sent within specified time
9. Incoming and outgoing correspondence processed according to agreed standard and within specified time
10. Telephone calls answered and routed within specified time according to agreed standards
11. Absence & leave record monitored within specified time according to agreed standard
12. Incidence of errors and omissions in absence/leave records

• Calendar and diary of events generated and maintained within specified time
• Filing system maintained according to agreed standard
• Filing system maintained within specified time
• Incidence of errors and omissions in filing system
• Appointments/events scheduled and maintained within specified time
• Official documents/forms generated within specified time
• Reports submitted within specified time according to agreed standards
• Incidence of errors and omission in reports

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

• Administrative Management
• Planning & Organising
• Initiative
• Integrity & Confidentiality
• Interpersonal Skills
• Compliance
• Records Management
• Data Management
• Information Communication Technology

• Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution with passes in Five (5) CSEC or equivalent subjects including English Language
• Two (2) years’ related experience working in an administrative capacity or related environment

Applications accompanied by detailed resume should be sent by Monday, March 10, 2025 @ 5 p.m.

Director, Human Resource Management and Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm

We appreciate all responses, however only shortlisted candidates will be contacted

1. Correspondence prepared
2. Minutes transcribed/reproduced
3. Minutes circulated
4. Meetings/events coordinated
5. Emails accessed and sent
6. Calendar and diary of events generated and maintained
7. Filing system established and maintained
8. Databases updated and maintained
9. Appointments/events scheduled and maintained
10. Telephone calls routed
11. Absence & leave record monitored
12. Official documents/forms generated
13. Incoming and outgoing correspondence processed/logged
14. Reports submitted

1. Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from draft or verbal.
2. Composes routine correspondence; copies, disseminates and post documents and information as directed.
3. Initiates and monitors responses to queries and other requests within scope of responsibility from internal and external customers
4. Assists with coordinating the submission of budget information for the Branch/Division
5. Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports
6. Assists in the preparation of the Operational & Strategic Plans, as well as Unit and Individual work plans for signing and submission.
7. Updates & maintains databases in a timely manner
8. Provides support for meetings by;
9. Making arrangements for venue/meeting room and refreshments, projector, etc.
10. Recording and generating accurate and timely minutes of meetings

• Produces and distributes action sheet, agenda and reports for meetings

1. Preparing and compiling documents for review/circulation
2. Ensuring the circulation of minutes prior to meetings
3. Monitors the schedule for secretarial support and devotion for staff meetings
4. Develops and monitors calendar and diary for meetings, assignments and events for Director/Manager or Branch;
5. Organises and maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all incoming and outgoing mails
6. Maintains an appropriate system to control and safeguard confidential documents, files and reports
7. Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests;
8. Maintains and supports an effective records management systems to include document control procedures for the Division/Branch
9. Maintain absence and leave record for the Branch/Division
10. Receives and appropriately route phone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority
11. Ensures that urgent matters are re-routed for immediate attention in the absence of the Director
12. Produces follow-up action for Directors and Managers and provide timely reminders
13. Assists with the planning of staff activities and other NLJ events as directed
14. Photocopies and collates documents as required;
15. Prepares and maintains adequate supply of official forms/documents and stationaries for the Division/Branch
16. Provides administrative support for Board of Management Committee Meetings as assigned
17. Maintains a relief telephone operator register/schedule for the switchboard
18. Provides relief support for the switchboard as assigned
19. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
20. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.
21. Prepares report as directed
22. Performs any other related duties assigned from time to time

1. Correspondence prepared according to agreed standard
2. Correspondence prepared within specified time
3. Minutes reproduced within specified time
4. Incidence of errors and omissions in correspondence and minutes
5. Minutes circulated within agreed time
6. Meetings/events coordinated according to agreed standard
7. Meetings/events coordinated within specified time
8. Emails accessed and sent within specified time
9. Incoming and outgoing correspondence processed according to agreed standard and within specified time
10. Telephone calls answered and routed within specified time according to agreed standards
11. Absence & leave record monitored within specified time according to agreed standard
12. Incidence of errors and omissions in absence/leave records

• Calendar and diary of events generated and maintained within specified time
• Filing system maintained according to agreed standard
• Filing system maintained within specified time
• Incidence of errors and omissions in filing system
• Appointments/events scheduled and maintained within specified time
• Official documents/forms generated within specified time
• Reports submitted within specified time according to agreed standards
• Incidence of errors and omission in reports

• Oral Communication
• Written Communication
• Teamwork & Cooperation
• Customer & Quality Focus

• Administrative Management
• Planning & Organising
• Initiative
• Integrity & Confidentiality
• Interpersonal Skills
• Compliance
• Records Management
• Data Management
• Information Communication Technology

• Diploma in Administrative Management, Business Administration or Management Studies from a recognized tertiary institution with passes in Five (5) CSEC or equivalent subjects including English Language
• Two (2) years’ related experience working in an administrative capacity or related environment

Applications accompanied by detailed resume should be sent by Monday, March 10, 2025 @ 5 p.m.

Director, Human Resource Management and Administration National Library of Jamaica 12 East Street, Kingston Email: nljhrm@nlj.gov.jm

We appreciate all responses, however only shortlisted candidates will be contacted

Job Purpose 

Under the direction of the Manager, Maintenance and Property, the incumbent is responsible providing custodian, ancillary/customer support services to include cleaning and maintenance of the working environment and dispatching and retrieving mails/ correspondence.

Key Responsibilities 

1. Cleans working environment
2. Provides maintenance for reading room by vacuuming shelves as assigned
3. Vacuums furniture and library resources as required
4. Cut and mount newspaper clippings
5. Provides attendant services for meetings and events by preparing the physical space and /or preparing and serving refreshments as directed
6. Delivers and collects mails/correspondence as directed
7. Removes goods and furniture as directed
8. Assists with routine building and facilities maintenance as directed
9. Provides customer support services at the front desk by:
   • Directing customers to the appropriate service areas
   • Ensuring that a record of users is maintained at the front desk
   • Receiving and storing bags at the counter
   • Directing users to lockers for storage of personal effects ensuring that locker keys are distributed and collected
   • Collecting incoming mails and forwarding to the Executive Office
10. Provides relief support in the print room
11. Provides custodian services for the opening and closure of the library as directed
12. Performs other duties as assigned.

Core Competencies

• Oral Communication
• Written Communication
• Customer & Quality Focus
• Teamwork & Cooperation

Minimum Required Qualification and Experience

• Completion of Secondary Education
• Functionally Literate
• One (1) year related working experience

 Special conditions associated with the job

• Required to lift and move objects, bend and stretch, walk and use step ladder in the day to day performance of duties
• Required to lift metal/grill shutters on a daily basis
• Required to adjust working hours schedule to include 9:30 a.m. – 6 p.m.
• Required to work outside normal working hours to include early mornings, late evening, weekend & public holidays.

Salary $18,647 p.w

We appreciate all responses, however only shortlisted candidates will be contacted

• Secondary Level Education to include English Language and Library Technical Certificate
• 1 year experience in library environment OR
• Associate Degree in Library Studies

1. Undertakes the maintenance of the Daphne Douglas and Rare Books collections by identifying pamphlet boxes in need of expansion, resources that need cardboard backing, relabeling and/or rewrapping and reporting to the Manager, Research and Information issues of maintenance, etc.
2. Provides research and information services to library users
3. Participates in search activities and reports missing items
4. Participates in the creation of Jottings cards
5. Conducts routine shelf reading and collection maintenance
6. Dispatch resources received from Cataloguing & Classification, Collections Development and Preservation & Conservation Branches to respective locations
7. Performs copy cataloguing of United Nations (UN) resources
8. Performs routine maintenance of the United Nations collection to remove resources as dictated under NLJ's Collection Development Policy
9. Participates in the shelving and storage of resources in adherence to classification schemes, rules and standards conducive to the retrieval and preservation of the collection
10. Assists in the delivery of training programmes
11. Maintain systems/records/databases of material sent and received from the Bindery
12. Identifies and dispatches resources for preservation and conservation.
13. Assists with library tours and library orientation
14. Participates in the mounting of exhibitions and displays
15. Prepares quarterly and monthly progress and branch reports

• Oral Communication
• Written Communication
• Customer  & Quality Focus
• Teamwork & Cooperation

• Cataloguing and Classification
• Records Management
• Research and Reference Skills
• Preservation & Conservation
• Data Management
• Information Communication Technology

• Required to work outside of normal working hours and location to include Saturday, Sunday and or Public Holiday

• Certified Professional Secretary (CPS/CAP) Designation and English Language at CXC or equivalent level;
• At least five years’ proving support at the executive level plus the appropriate Administrative Management programme at the Management Institute for National Development; or a combination of related training and experience.

• May be required to work outside of normal working hours from time to time, to include weekends.

1. Performs general administrative duties, such as Word Processing, answering telephones and sending and retrieving correspondences;
2. Receives, sorts and records all incoming correspondence to the Executive Office;
3. Records and distributes documents to the relevant Departments;
4. Keeps and operates the stamp imprest;
5. Makes travel arrangements and prepares Submissions to the relevant Ministry/Authority;
6. Provides support for meetings by;
   • Making arrangements for venue/meeting room and refreshment, projector, etc.
   • Recording and transcribing Minutes and ensuring the circulation of Minutes prior to meetings
   • Drafting agenda and reports for meetings
   • Preparing and compiling documents for review/circulation
   • Advising the National Librarian of related actions from Meetings;
   • Ensuring the circulation of minutes prior to meetings
7. Provides Board of Management support by:
   • Coordinating board meetings
   • Recording, transcribing and distributing minutes
   • Maintaining an up to date board member contact list
   • Preparing/compiling meeting documents and ensuring follow through with post meeting actions and decisions
   • Maintaining Board binder of all Board meetings documentation
   • Maintaining an up-to-date Board Member contact list
   • Maintaining communication with Board of Management Members, as requested;
8. Develops and monitors Calendar and Diary for meetings, appointments, assignments and events for National Librarian;
9. Receives and hosts visitors on behalf of the National Librarian;
10. Organizes and maintains an effective Filing System that allows speedy retrieval of documents/information;
11. Maintains an appropriate system to control and safeguard confidential documents, files and reports;
12. Researches files and consults officers as directed, to procure information needed for replies to correspondence and other requests;
13. Assists in the preparation of the Corporate and Operational Plans;
14. Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority;
15. Processes reports, letters and other documents for dispatch;
16. Ensures that urgent matters are re-routed for immediate attention in the absence of the National Librarian;
17. Arranges for the printing, photocopying and binding of documents as required;
18. Maintains adequate supply of official forms/documents for the Executive Office;
19. Provides administrative support for the following Meetings: ✓ Finance and Investment Committee ✓ Audit Committee ✓ Senior Management;
20. Identifies and resolves routine problems and situations that may hinder the effective workflow in the Executive Office;
21. Prepares report as directed;
22. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
23. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
24. Performs any other related duties assigned from time to time.

We appreciate all responses, however only shortlisted candidates will be contacted