Secretary (OPS/SS 1) - Kingston, Jamaica - ODPEM

 The Office of the Disaster Preparedness and Emergency Management is seeking to fill the post of: 

Secretary (OPS/SS 1)

Reports to the Director, Information & Training - Salary range: $639,887 - $760,625 per annum

Job Purpose

Under the general supervision of the Director, Information & Training, the incumbent shall be responsible for performing clerical, typing duties and managing the basic administrative functions of the division, namely record keeping, communicating with customers and archiving of divisional documentation.

Functional Competencies:

• Typewriting - Minimum 45 words per minute
• Shorthand - Minimum of 80 words per minute
• Taking and transcribing minutes
• Report writing
• Managing the Director's desk and the diary
• Schedule and keep log of activities of the Division/Unit
• Typing and proofreading correspondence, preparing minutes, reports, etc
• Maintaining a current and easily accessible filing system
• Disseminating information as required to media houses, etc via facsimiles
• Clipping newspaper and filing materials clipped
• Preparing materials for displays, exhibitions, conferences, etc under the supervision of particular Heads of Sections
• General secretarial support e.g. faxing, screening telephone calls
• Maintaining proper records of incoming and outgoing correspondence
• Providing administrative support services during meetings, conferences, seminars and workshops
• Competence in Microsoft Office Suite applications including Word processing and Excel
• Knowledge of front desk operations and telephone techniques would be an asset

Core Competencies:

• Excellent organising, planning and time management skills
• Excellent interpersonal/customer service skills
• High level of confidentiality and discretion
• Be able to work with very little supervision
• Excellent communication (oral and written) skills, intelligence and diplomacy
• Initiative and flexibility

Qualifications & Experience:

• Four (4) CXC or GCE O' level subjects or equivalent including Mathematics and English Language with at least grade 2 pass at the CXC level or grade C at the O' level
• Successful completion of a course of study at an accredited secretarial school or completion of the prescribed course of study at the Management Institute for National Development (MIND)
• At least two (2) years secretarial experience
• Training in communications such as telephone techniques would be an asset

Please apply in writing with a detailed resume no later than Monday, December 13, 2021 to:

The Director of Human Resource Management

Office of Disaster Preparedness & Emergency Management

2-4 Haining Road,

Kingston 5.

We thank all applicants, however only shortlisted candidates will be contacted.

Legal Secretary (Kingston, Jamaica)

 A leading law firm in Kingston seeks to employ a self-motivated and driven individual to join its team of professional.

Job Purpose

Responsibilities will include:

• Providing administrative support to one or more attorneys
• Effectively communicating with clients
• Preparing/completing legal documents and correspondence on instruction or on own initiative as required and ensuring the timely flow of documents between the Firm and clients, other law offices, the Courts and other relevant agencies or persons

Minimum Experience/Requirements:

• Individual must have prior secretarial experience and/or training 
• Must be proficient in Microsoft Office Suite applications
• Prior experience working in a law firm would be an asset

Interested persons are asked to email their cover letter and resume to: lawfirmjobs16@gmail.com

Applications deadline: December 10, 2021. 

Secretary (St. Mary, Jamaica) - Annotto Bay High School

 Annotto Bay High School seeks for January 1, 2021:

Secretary (OPS/SS1)

Requirements:

• Passes in five (5) CSEC subjects including Mathematics and English
• Computer literate
• Ability to communicate effectively both orally and in writing
• Knowledge of the relevant Microsoft Office Suite applications
• Secretarial skills
• Good team player

Please send applications to:

The Chairman

C/o The Principal

Annotto Bay High School

P.O. Box 27, Iterboreale, Annotto Bay, St. Mary

Or email: annottobay.high.smy@moey.gov.jm

Deadline for submissions is Monday, December 7, 2020 @ 3:00 p.m.

Only shortlisted applicants will be contacted.

Junior Secretary, etc (Kingston, Jamaica) - Wolmer's High School for Girls

Wolmer's High School for Girls requires the following immediately:

1. Experienced Junior Secretary 
2. Information Technology Lab Technician/Assistant

Junior Secretary 

• The incumbent should be able to effectively and efficiently carry out secretarial duties

Information Technology Lab Technician/Assistant

• Must have knowledge of networking, repairs and software applications 

Please submit applications to Applicationshr18@gmail.com

Secretary (Kingston, Jamaica) - Excelsior Community College

Excelsior Community College, a Methodist tertiary institution invites applications from suitably qualified persons to fill the following post:

Secretary - School of Computer Science and Engineering 

Role and Core Functions:

These include among other things:

• Providing administrative support to the Head of School and other members of staff in the School 
• Taking minutes at meetings as needed 
• Keeping accurate records for students and staff member matters 
• Preparing letters, reports and other documents as required 
• Filing and documentation to ensure the safekeeping of documents 

Required Skills and Competencies:

• Exceptional communication and interpersonal skills 
• Excellent customer service skills 
• Competency in using Microsoft Office Suite applications 
• Attention to detail and accuracy 
• Must be extremely confidential and command the respect of staff, students and other stakeholders 
• Must manage tasks and time efficiently 

Required Qualifications and Experience:

• Associate degree in Business or equivalent qualifications 
• Professional secretarial qualifications 
• At least two (2) years experience in a secretarial/administrative role 

Applications for the post should be submitted in writing with a detailed résumé to:

The Chairman 

C/o The Principal 

Excelsior Community College 

137 Mountain View Avenue,

Kingston 3,

Or

Email to: hrm@ecc.edu.jm no later than January 24, 2020 

NB: While we thank all applicants for their interest, only short-listed candidates will be contacted.

Senior Secretary (St. James, Jamaica) - Maldon High School

Maldon High School invites suitably qualified persons for the post of Senior Secretary (OPS/SS3).

Qualifications:

• At least an Associate degree in Business Administration or related studies 
• Secretarial qualifications from a college, business school or university 
• Three (3) to five (5) years experience 

NB: Knowledge of Microsoft studies and Microsoft Outlook would be an asset 

Apply to:

Chairman 

C/o Principal 

Maldon High School 

Email: maldonhighschool912@yahoo.com

Deadline: Friday, January 24, 2020.

Executive Secretary (Kingston, Jamaica) - Jamaica Bauxite Institute

The ideal candidate should have a minimum of five (5) GCE O levels including English Language; Certified Professional Secretary designation; certificate or diploma in Advanced Secretarial Practices or equivalent qualifications.

Key Responsibilities:

Under the general direction of the General Manager, the Executive Secretary duties include:

• Providing secretarial support to the General Manager by taking dictation in shorthand or otherwise and transcribing 
• Storage, maintenance and retrieval of confidential records
• Processing all incoming correspondences 
• Arranging suitable overseas travelling schedules, hotel reservations, approval of foreign exchange, visas and otherwise for the General Manager and other officers of the organization 
• Manage and maintain the Division's employee sick, departmental and vacation leave data
• Any other duties that may be assigned from time to time 

Required Skills, Knowledge and Competencies:

• Highly developed interpersonal skills 
• Demonstrable ability to express ideas effectively and organize and develop information appropriately 

Qualifications and Experience:

• A minimum of ten (10) years working experience with at least five years at a senior secretarial or administrative level 

Applications should be submitted by Tuesday, January 28, 2020 to:

Human Resource Officer 

P. O. Box 355,

Hope Gardens,

Kingston 6,

Or email: hrd@jbi.org.jm 

We thank all applicants for responding but only short-listed applicants will be contacted.

Legal Secretary (Law Firm) - Kingston, Jamaica

An established law firm downtown Kingston invites applicants for the position of Legal Secretary.

Qualifications:
Applicants must have:

• Experience in the use of Microsoft applications
• Training or experience in performing secretarial duties OR a first degree from a recognized academic institution.

Deadline: July 13, 2019
Email: legalsecretary001@gmail.com

Secretary - OPS/SS 2 (Kingston, Jamaica) - Institute of Jamaica

Job Summary

To provide secretarial/administrative support services to facilitate the smooth functioning of the Public Relations Department.

Minimum Qualifications/Experience:

• Four (4) CXC or GCE O' level subjects including English Language and Mathematics or Accounts
• Secretarial diploma
• Proficiency in typewriting at a speed of 45 words per minute
• Shorthand at a speed of 80-100 words per minute
• Two (2) years experience

Applications accompanied by resumes should be submitted no later than Thursday, January 31, 2019 to:

Director, Human Resource

Development and Management

Institute of Jamaica

10-16 East Street,

Kingston.

Fax: (876) 922-1147

Email: personnel@instituteofjamaica.org.jm

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Executive Secretary (Kingston, Jamaica) - Court Management Services

The Court Management Services invites qualified persons to fill the post of Executive Secretary (OPS/SS 4), in the Executive Management Unit.

Job Purpose

To provide secretarial and administrative support to the Principal Executive Officer.

Key Responsibility Areas:

Technical/Professional Responsibilities

• Reproduces in the correct format a variety of documents as instructed by the Principal executive Officer
• Receives dictation
• routes correspondence to relevant officer/departments;
• Monitors incoming calls/clients, routes and directs accordingly
• Schedules appointments, conferences and briefs the Principal Executive Officer on the matter before confirming the meetings;
• Arranges meetings and conferences and ensures that recording of the proceedings are done
• Makes travel arrangements for the Principal Executive Officer
• Liaises with internal/external customers (local and overseas) in order to give/receive information as directed by the Principal Executive Officer
• Establishes and maintains a system for the control and safe keeping of classified, confidential documents and reports
• Maintains an up-to-date records management system of documents including correspondence, agreements, cabinet submissions, legal and official matters
• Drafts correspondence as directed by the Principal Executive Officer 
• Performs any other related duties as instructed by the Principal Executive Officer

Key Competencies: 

Core:

• Excellent interpersonal skills
• Excellent communication skills (both written and oral)
• Excellent time management skills
• Excellent planning and organisational skills

Technical

• Proficient in using the relevant computer software
• Comprehensive knowledge of office procedures and systems
• Comprehensive knowledge of computer software applications
• Excellent customer service skills

Minimum Required Qualification and Experience:

• Graduate from an accredited school of secretarial studies (CPS)

or

• Successful completion of Certificate in Administrative Management (Level 2) at the Management Institute for National Development (MIND)

AND 

• Five (5) CXC/GCE O' Levels, or equivalent, including English Language
• Typing speed of at least sixty (60) words per minute 
• Shorthand at one hundred and twenty (120) words per minute
• With four (4) to five (5) years work experience

Special conditions Associated with the Job

• Work beyond normal office hours

Applications accompanied by resumes should be submitted no later than Friday, January 18, 2019 to: 

Senior Director

Human Resource Management and Administration

Court Management Services

The Towers

25 Dominica Drive

Kingston 5.

Email:  hrma@cms.gov.jm

Please note that we thank all for responding, but only shortlisted applicants will be contacted.

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Secretary 2 (Kingston, Jamaica) - Ministry of Health

Applications are invited from suitably qualified persons to fill the following position in the Ministry of Health. (National Public Health Laboratory (NPHL) and the National Blood Transfusion Services (NBTS).

 Secretary 2 (OPS/SS2)

 JOB PURPOSE
Under the direction of the Chief Medical Technologist II the incumbent is responsible for general secretarial duties.

 KEY OUTPUTS

• Patient reports computerized
• Reports and other correspondences typed
• Client’s queries attended to
• Postmortem and surgical reports dispatched
• Reports issued
• Paper and electronic filing systems for reference maintained

 KEY RESPONSIBILITY AREAS
Management/Administrative Responsibilities

• Type letters, prepare and retain copies of correspondences, reports and other documents
• Take and transcribe minutes and prepare agenda for monthly meetings
• Greet clients and handle their enquiries
• Answer telephone and give information to callers, take messages or transfer to relevant personnel
• Operate office equipment such as copiers, fax machines and phone systems, use computer systems for spreadsheets, word processing, and database management
• Communication with Police Officer, Doctors, Medical records officers re processing of results

Technical/Professional Responsibilities

• Dispatches postmortem reports to Hospitals and other medical facilities
• Types and issue surgical/postmortem reports for patients upon request
• Conducts search of patients reports when they cannot be found on the LIS system
• Consults with Head of Department to discuss problems in the area and make recommendation to correct short fall.
• Other Responsibilities
• Any other related duties delegated for the smooth functioning of the department

  REQUIRED COMPETENCIES
  Core:

• Written/oral communication skills
• Interpersonal skills, time management skills
• Good customer relations skills
• Excellent skills in teamwork and cooperation
• Ability to work harmoniously with a diverse group of people at various levels
• Excellent integrity/ethics in performance of duties

  Technical Skills:

• Working knowledge of computer applications
• Good typewriting skills
• Sound knowledge of Microsoft Office
• Proficiency in reading doctors handwritten reports and attention to details
• Knowledge of Medical Terminologies and jargons (optional/desirable)
• Knowledge of coding medical reports (Optional/desirable)
• Knowledge of policies and procedures of the Laboratory

  MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Four (4) CXC subjects including English Language
• Secretarial certification from a reputable institution
• Certificate in Administrative Management (CAM 1 ) from MIND
• Minimum of three (3) years secretarial experience.

Interested persons may apply in writing, accompanied by resumes. Applications must be submitted no later than Friday, January 11, 2019 to:
  Director
 Human Resource Management & Development
 Ministry of Health
 10A Chelsea Avenue
 Kingston 10

Email:  jobs@moh.gov.jm

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

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Secretary - OPS/SS 1 (Trelawny, Jamaica) - Jamaica Constabulary Force

The Human Resource Division of the Jamaica Constabulary Force welcomes applications from suitably qualified applicants to fill the following positions within the Police Department.

Salary range: $585,977 - $696,543 per annum

Job Purpose

The incumbent is responsible for providing administrative support to the General Office, ensuring effective management of records and smooth operation within the office as detailed below:

• Type all necessary correspondence for dispatch
• Draft letter, memos and reports based on general instructions 
• Fax, photocopy, bind, dispatch and scan documents as necessary
• Record all incoming and outgoing correspondence accurately, brings these to the attention of the relevant authority for action
• Design and maintain an effective general filing system
• Request , retrieve and return files tomain registry
• Maintain register for incoming and outgoing mails
• Take dictation and reporduce notes in an accurate and presentable manner
• Process incoming and outgoing correspondence in accordance with established guidelines
• Research and compile information as requested
• Assemble and disseminate information to internaland external personnel as requested

Other Responsibilities:

• Perform other related functions assigned from time to time

Required Competencies:

• Expert knowledge of computerized management and the relevant computer applications
• Expert knowledge of shorthand
• Good word processing skills
• Good interpersonal skills
• Ability to communicate effectively
• Excellent customer service skills
• Good time management and organizational skills

Minimum Required education and Experience

• Graduate from a secondary school with English Language at the CXC or GCE 'O' level and typewriting at a speed of 30-35 words per minute

OR

• Successful completion of a course of study at an accredited Secretarial School with proficiency in typewriting at a speed of 30-35 words per minute and English Language at CXC or GCE 'O' level
• Knowledge of word processing software (basic level) would be an additional asset at this level

Authority

• Screen and re-route telephone calls and visitors to other appropriate officers within the Unit/Branch.

Applications accompanied by resumes should be submitted no later than Friday, December 21, 2018 to:

Senior Director

Human Resource Management and Development

Jamaica Constabulary Force

NCB South Tower

3rd Floor

2 Oxford Road,

Kingston 5.

Email:  hrbranch@jcf.gov.jm

We appreciate your interest in this advertisement, unfortunately only shortlisted candidates will be contacted.

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Paralegal/Legal Secretary (Western Jamaica)

Description:

A law firm based in Western Jamaica is looking for a Paralegal/Legal Secretary.

Job Description:

To provide paralegal and administrative support to the Attorneys in the firm.

Responsibilities:

Interfacing with Clients, the Parish Court Offices/Registries of the Supreme Court, the Stamp Office, the Titles Office and the Companies’ Office, drafting legal documents and correspondence.
 
Qualifications:

• A minimum of five (5) years work experience in a law firm particularly in the areas of Estates, Real Estate Transactions, Divorces and Personal Injury.
• A sound knowledge of the civil court procedure in the Parish
• Courts and the Supreme Court.
• Proficiency in MS Word, Excel and Outlook.
• Certificate in Paralegal Studies or Legal Secretarial Diploma.

Deadline:    December 14, 2018
 Email:    paralegalsearchja@gmail.com




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Secretary, Library Assistant (Kingston, Jamaica)

An established law firm in Down Town, Kingston invites applicants for the following posts:

Secretary

Applicants must have:

• Experience in the use of Microsoft applications
• Training or experience in performing secretarial duties or a first degree from a recognized academic institution

Email resume to: legalsecretary001@gmail.com

Library Assistant

Applicants must have:

• BA in Library Studies or equivalent

Email resume to: librarypost01@gmail.com

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Senior Secretary (Kingston, Jamaica) - Firearm Licensing Authority

Job Grade: OPS/SS 3
Division: Investigation
Reports to: Director of Investigation
Manages: Secretary
Salary: $887,418 - $1,054,861 per annum

Job Purpose:

To supervise the provision of general secretaries support services and related administrative duties to facilitate the smooth functioning of the Department.

Required Competencies:
Core:

• Excellent knowledge of office practices and procedures
• Strong interpersonal skills
• Good communications skills, both oral and written
• Good time management skills
• Well organized with an eye for detail
• Ability to use initiative
• Ability to maintain integrity
• Proficient in the use of Microsoft Office Suite  (Word, Excel, PowerPoint, Publisher and Outlook)
• Typing speed of 40 wpm

Minimum Required Education and Experience:

• Five (5) CXC including English, Mathematics and Accounts
• Certificate in Public Relations, Marketing, Advertising, Business Administration or Mass Communications
• Secretarial diploma from a recognized institution (CPS certification)
• Three (3) years related experience

Please visit the website at www.firearmlicensingauthority.com for full job descriptions.

The Manager

Human Resource Management and Development

Firearm Licensing Authority

91A Old Hope Road,

Kingston 6.

Email: hrd@fla.gov.jm

Please note that only shortlisted candidates will be contacted.

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Secretary (Kingston, Jamaica) - Firearm Licensing Authority

The Firearm Licensing Authority invites suitably qualified applicants to submit their resumes.

Job Purpose

Reporting to the Manager, Procurement and Office Manager, the incumbent is responsible for providing general secretarial support services and related administrative duties, to facilitate the smooth functioning of the Procurement and Office Services Unit

Required Competencies:

• Knowledge of procurement practices and procedures
• Excellent knowledge of office practices and procedures
• Good interpersonal skills
• Good communication skills (both oral and written)
• Good time management and organizing skills

Minimum Required Qualifications:

• Four (4) subjects at GCE O'level/CXC subjects inclusive of English Language, Principles of Accounts and Mathematics
• Diploma in Secretarial Studies from a recognized institution
• Three (3) years experience operating in a procurement environment

Salary range: $687,897.00 - $817,693.00 per annum

Kindly visit the Firearm Licensing Authority's website at: www.fla.gov.jm to view the Job Description and Specifications for the post.

ALL APPLICANTS WILL BE REQUIRED TO PASS A BACKGROUND SECURITY CHECK

Applicants who meet the above-stated criteria are asked to submit applications no later than 3:00 p.m. on Friday, October 26, 2018 to:

The Manager

Human Resource Management and Development

Firearm Licensing Authority

91A Old Hope Road,

Kingston 6.

Email: hrd@fla.gov.jm

The Firearm Licensing Authority (FLA) - Promoting Firearm Safety and Responsibility.

Please note that only shortlisted candidates will be contacted.

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Secretary/Clerical Assistant, etc. (Clarendon, Jamaica) - Knox Community College

Under the auspices of the United Church in Jamaica and the Cayman Islands.

Knox Community College is a premier multi-disciplinary tertairy educational institution operating from four (4) campuses on five sites in central Jamaica.

Applications are invited for the positions of: 

Clerical Assistant - Accounts

Applicants should possess the following qualifications:

• Association of Accounting Technicians Level 2
• Four (4) CSEC/GCE subjects including English Lanaguage, Mathematics or Accounts
• Experience in the area of Inventory Management would be an asset
• Basic computer skills

Secretary/Clerical Assistant

Required education and experience:

• Associate degree in Management Studies or Business Administration or related field from a recognized tertiary institution
• Four (4) CSEC/GCE subjects including English Language, Mathematics or Accounts
• A minimum of three (3) years related work experience
• Proficient in the use of relevant computer applications

Applicants should possess:

• Excellent interpersonal and people management skills
• Excellent oral and written communication skills

Internal Auditor/Auditing Firm

part-time/one (1) year

Required education and experience:

• Bachelor's degree in Accounting/Auditing and/or CIMA, ACCA level 2
• Five (5) years experience
• Knowledge of 
• Computerized accounting systems
• Financial Administration and Audit (FAA) Act
• Structure and systems of internal control in school
• Government of Jamaica Procurement Procedures

Applicants should be able to:

• Prepare internal audit reports
• Display good interpersonal skills
• Coomunicate well orally and in written form

Applications accompanied by resume should be submitted by Monday, October 22, 2018 to:

The Chairman
c/o The Principal
Knox Community College
P.O. Box 52, Spalding,
Clarendon.

Only shortlisted applicants will be contacted.

Click to send application to Employer

Secretaries (St. Thomas, Jamaica) - Paul Bogle High School

The Board of Management invites applications for the following vacancies for November 2018:

1. Secretary II - OPS/SS2
2. Secretary I - OPS/SS1

Minimum Qualifications and Experience for OPS/SS2

• Four (4) CSEC subjects inclusive of English Language
• Certificate from accredited secretarial school
• Three (3) years experience

Minimum Qualifications and Experience for OPS/SS1

• Four (4) CSEC subjects inclusive of English Language
• Three (3) years experience

Apply to: 

The Chairman

c/o The Principal

Paul Bogle High School

P.O. Box 114,

Morant Bay, St. Thomas.

Deadline: October 26, 2018.

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Executive Secretary (Kingston, Jamaica)

A leading agriculture development institution seeks to identify an ambitious and dynamic individual to fill the following position:

Executive Secretary

Main responsibilities, but not limited to:

• Provide confidential secretariat support to the Representative of the Institution and visiting missions/consultants
• Prepare and dispatch official outgoing confidential and non-confidential correspondence, which due to their nature, require accuracy, neatness and discretion
• Organize the necessary logistics in preparation for events/activities, inclusive of travel arrangements, conferences/seminars relating to the office of the Representative of the Institution
• Receive and attend to incoming and outgoing calls (international and local)
• Carry out any other tasks inherent to the position

Qualifications:

Education and Experience:

• Certified Professional Secretary (CPS) with a minimum of four (4) yeaqrs working experience in a similar position

Languages: 

• Excellent oral and written communication skills in English
• Ability to write and speak in Spanish would be an asset

Computer skills:

• Excellent skills in the use of MS Office applications: Word, PowerPoint, Excel, and the Internet

Other Skill Requirements:

• Ability to work on own initiative
• Excellent interpersonal skills and ability to interact effectively with co-workers and work in a team
• Strong organizational skills
• Ability to work under pressure and be flexible

Application letters and resumes must be received by Friday, October 12, 2018 and sent by email to: agriculture.organization01@gmail.com

Only shortlisted candidates will be contacted.