Senior Secretary (OPS/SS3)

The National Library of Jamaica invites applications from suitably qualified persons to fill:
Position: Senior Secretary (OPS/SS3)
Salary Scale: $1,550,136 p.a.
Deadline: Thursday, February 29, 2024 @ 5 p.m.

Job Purpose
Under the direction of the Director, Human Resource Management & Administration, the Senior Secretary provides administrative and secretarial support to ensure the smooth operation of the Human Resource Management & Administration Branch. 

Key Responsibilities – Professional/Technical: 

1. Performs general administrative duties such as word processing, answering telephones, faxing and retrieving correspondences 
2. Provides support for meetings by; 
   1. Making arrangements for venue/meeting room, meeting resources and refreshments 
   2. Recording and transcribing minutes 
   3. Drafting agenda and reports for meetings 
   4. Preparing and compiling documents for review/circulation 
   5. Ensuring the circulation of minutes prior to meetings  
   6. Monitors the schedule for secretarial support and devotion for staff meetings  
3. Develops and monitors calendar and diary for meetings, assignments and events; 
4. Organizes and maintains an effective filing system that allows security and speedy retrieval of documents/information; 
5. Maintains an appropriate system to control and safeguard confidential documents, files and reports  
6. Researches files and consults officers as directed to procure information needed for replies to correspondence and other requests; 
7. Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority  
8. Schedules appointments, meetings and events 
9. Maintains the diary of appointments and timelines for the Director HRM & Administration 
10. Processes reports, letters and other documents for dispatch 
11. Ensures that urgent matters are re-routed for immediate attention in the absence of the Director; 
12. Assists with the preparation of Human Resource/staff welfare activities and events 
13. Assists with maintaining validity of vehicle particulars; 
14. Photocopies and collates documents as required;  
15. Prepares and maintains adequate supply of official forms/documents in the HRM Branch;  
16. Provides administrative support for Human Resource Committee meetings; 
17. Provides relief support for the switchboard; 
18. Provides Administrative support in the Executive Office in the absence of Executive Secretary; 
19. Maintains a relief telephone operator register/schedule for the switchboard 
20. Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;  
21. Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility.  
22. Prepares report as scheduled and/or directed 
23. Performs any other related duties assigned from time to time 

Required Skills, Knowledge and Competencies

• Good oral and written communication
• Teamwork & Cooperation
• Customer and Quality Focus
• Good Planning & Organising skills
• Good Administrative Management skills
• Good knowledge of office protocol, practices and procedures
• Sound knowledge of the management of electronic and paper records
• Sound knowledge of web-based research techniques
• Proficient in the use of relevant computer systems and applications
• Ability to record and transcribe meeting minutes
• Ability to create, compose and edit written materials

Minimum Required Qualification and Experience

• Certified Professional Secretary (CPS/CAP) Designation with proficiency in word processing at a speed of 50-55 words per minute and English Language at CXC or equivalent level or 
• Four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development; or any combination of related training and experience 
•  Training in the use of the relevant software applications  

Applications accompanied by detailed resume should be sent by Thursday, February 29, 2024 @ 5 p.m.:
Director, HRM & 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