Executive Secretary (Kingston, Jamaica) - Bellevue Hospital

Description: Executive Secretary (OPS/SS 4)

Job Category: Administrative
Job Type: Part Time
Job Location: Bellevue Hospital

Job Purpose:
Under the general direction of the Chief Executive Officer, the incumbent is responsible for providing secretarial and administrative support in order to ensure that services are provided in an efficient and effective manner. The incumbent is required to prepare documents utilizing their initiative in locating, extracting, assembling and presenting information.

Key Responsibilities:

• Provide Secretarial support to the Chief Executive Officer.
• Ensure the confidential and prompt dispatch of Minutes, Notes and Ministry Papers to the Chief Executive Officer and the Board of Management.
• Compose letters and memoranda with or without the minimum instructions for the Chief Executive Officer’s or Board Chairman’s signature.
• Transcribe letters, memoranda and other correspondence dictated by the Chief Executive Officer or the Board Chairman/Members.
• Maintain a system for the control and safe keeping of classified secret and confidential documents.
• Liaise with Government Ministries/ Departments / Agencies and NGO’s on matters for decision/action.
• Arrange for meetings and interviews with the Press/media. Also refer such personnel to the Public Relations Office and other departments as necessary.
• Inform the Chief Executive Officer, Board Chairman and other officers of urgent matters.
• Liaise with the Chief Executive Officer, Board Chairman, internal and external stakeholders from whom information/instructions are assembled and disseminated.
• Arrange for meetings (internal and external) and brief the Chief Executive Officer and Board Chairman on matters for discussion as well as provide files and background information.
• Interview callers and visitors then disseminate information /advice within scope of responsibility. Also refer callers to relevant officers for assistance as necessary and/or inform external departments for attention.
• Guide and assist other secretarial staff.
• Perform other routine secretarial duties.
• Ensure that systems are in place to provide for the efficient opening distribution, timely response, follow-up and feedback or incoming and outgoing correspondence.
• Answers and direct telephone calls to ensure the most appropriate responses and actions. Provides reliable information to callers and correspondents. Make calls as directed.
• Liaise with the department as it relates to requests and timely submission of reports.
• Prepare agendas, for meetings and performs the function of recording secretary.
• Preparation of background paperwork for the necessary meetings the Chief Executive Officer attends.
• Secure confidential documents and direct them to the appropriate persons and ensure confidentiality is maintained in the execution of duties.
• Collating of data for monthly report and present to Chief Executive Officer.
• Ensure that strict confidentiality is maintained in the execution of duties
• Inform and remind the Senior Managers of meetings organized by the Chief Executive Officer.
• Typing of confidential letters and reports.
• Keep simple records; file correspondence, receipt and other papers according to established procedures; gives routine information to the Public.
• Record letters, memoranda and reports and reproduce material in suitable typewritten form.
• Maintain files and performs a variety of office and clerical tasks; keeps appointments diary for supervisor and makes tentative appointments, screen telephone call visitors, and incoming correspondence; determines which requests should be handled by supervisor, appropriate staff members, or other offices
• Assist with the distribution of letters/correspondence for processing and typing in the absence of the Senior Medical Officer’s secretary.
• Perform other related duties as assigned by the Chief Executive Officer.

Required Qualification and Experience:

• Certificate in Information Technology.
• Certificate in Administrative Management Level 1-3
• Certification from an accredited Secretarial School with proficiency in typewriting at a speed of 40-50 words per minute and shorthand at 80-100 words per minute.
• Five CXC/GCE’s including English Language, Mathematics
• At least five (5) years’ experience in a similar capacity.
• Knowledge of Government Policies and Procedures
• Knowledge of Health Services Act
• Excellent written and oral communication skills

Applications accompanied by resumes should be submitted no later than Wednesday, July 31, 2024 to:-

Human Resource Manager,
Bellevue Hospital,
16 ½ Windward Road,
Kingston 2.

Email: bvh.resumes@gmail.com