ADMINISTRATIVE SECRETARY

Core Function

To provide Administrative and Secretarial support within a Secretariat or in a Division/Unit.

Duties and Responsibilities

- Attends to the day-to-day organization and running of business in an office.

- Prepares agenda for Meetings, Committees, makes copies of these documents for circulation to Committee members.

- Takes notes at Committee meetings and prepares Minutes of Meetings.

- Acknowledges letters and prepares replies to letters as directed by the Supervisor.

- Reviews letters, memoranda and other documents prepared for signature.
- Maintains a meeting and events calendar and schedules appointments, meetings and other events.

- Provides timely information to supervisors on meeting dates, report deadlines and due date of responses.

- Establishes and maintains a filing system for recording, tracking and retrieval of correspondence and documents.

Required Knowledge, Skills and Abilities

- Sound organizing skills – oral and written.

- Skill in composition and preparation of letters, memoranda, minutes and reports.

- Knowledge of the Microsoft Office Suite.

- Ability to establish and maintain effective working relationships with associates and the public.

Minimum Experience and Training

- Five (5) GCE ‘O’Level/CXC passes (including English Language and Mathematics).

- Training in Office Procedures.

- Fully computer literate with mastery of the Microsoft Office Suite.

- Possession of an Administrative Professional Certificate would be an asset.