EXECUTIVE SECRETARY

The Executive Secretary manages and oversees the day-to-day operations of the office of the Deputy Director, Corporate Services.

CHILDREN’S AUTHORITY OF TRINIDAD AND TOBAGO

JOB DESCRIPTION – EXECUTIVE SECRETARY

CORPORATE SERVICES SECTION

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Job Title:  Executive Secretary

Department:            

Section:        Corporate Services

Reports to:  Deputy Director

Direct Reports:

Indirect Reports:   

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JOB SUMMARY

The Executive Secretary manages and oversees the day-to-day operations of the office of the Deputy Director, Corporate Services. The incumbent performs, co-ordinates and oversees technical, secretarial and office administrative duties in support of the Deputy Director, and the Corporate Services Section.

KEY RESPONSIBILITIES AND DUTIES

1. Perform a wide variety of advanced secretarial and administrative activities/duties to ensure the smooth operation of the office of the Deputy Director and the Corporate Services Section.

    

2. Co-ordinate all office activities and schedules, and recommend and develop office procedures and systems to ensure that the Deputy Director’s office operates in an efficient and effective manner.

    

3. Organise and co-ordinate the Deputy Director’s calendar of events by planning, scheduling and facilitating appointments and meetings ensuring the effective use of the Deputy Director’s time, advising parties in a timely manner, and preparing documents, papers and information in advance.

    

4. Develop and maintain hard copy and electronic filing systems of correspondence, reports, circulars, confidential matters, and any other relevant/pertinent records in a manner that allows for easy filing, storage, archiving and retrieval.

    

5. Participate actively/Assist in the preparation of official correspondence, status reports, procedures/policies and plans and budgets for the Corporate Services Section.

    

6. Conduct research and prepare documents that will assist the Deputy Director in delivering on the Children’s Authority strategic objectives.

    

7. Receive and screen communications to the Deputy Director, including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention, and follow through to completion

    

8. Prepare first draft response to letters, emails, general correspondence and reports on routine matters for approval by the Deputy Director, and complete final copy for signature and transmission to the relevant parties.

    

9. Co-ordinate follow-up on instructions and work assignments given to staff members of the Corporate Services Section by the Deputy Director, and provide verbal or written status reports on same, as required.

    

10. Attend meetings, take minutes, transcribe documents, copy and prepare packages as required to ensure that meetings run smoothly.

     

11. Maintain stationery and office supplies inventory for the Deputy Director’s office by checking stock to determine inventory level, anticipating needed supplies, expeditiously placing orders and verifying receipt of supplies.

     

12. Oversee and co-ordinate the arrangement of travel schedules and reservations for the Deputy Director, Corporate Services and other  staff, as directed by the Deputy Director.

     

13. Ensure the efficient operation of equipment by completing preventive maintenance requirements, and requesting repairs, as needed.

     

14. Enhance the reputation of the Corporate Services Section by accepting ownership for accomplishing new and different requests; and exploring opportunities to add value to the services offered by the Section.

     

15. Handle confidential and sensitive matters in a discrete manner, and keep all information effectively secured.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• An Association of Professional Secretaries (APS) qualification or equivalent qualification from a recognised tertiary level institution.

• A minimum of five (5) years’ experience working closely with senior management in a senior secretarial/administrative position.

• Any other equivalent combination of training and experience will be considered.

   

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• High level of confidentiality and integrity.

• Strong organisational skills and ability to multi-task, prioritise and meet deadlines in a fast-paced environment.

• Demonstrated expertise in office management policies, practices and procedures.

• Sound knowledge of telephone call management, techniques and protocols.

• Ability to organise and maintain files and records.

• Superior attention to detail.

• Must be able to obtain, analyse and evaluate a variety of information; organise, interpret and present it in a meaningful oral or written form.

• Ability to read and interpret technical documents.

• Demonstrable interest in children, their needs and rights.

• Sound knowledge of administrative management tools, techniques and systems.  

• Ability to work independently, as well as collaborate effectively with different groups toward achieving common goals.

• Proven skill and proficiency in the composition and preparation of letters, memoranda, emails, Minutes and Reports.

• Excellent customer service orientation, and ability to deal with the public in an effective and courteous manner.

• Ability to build trust, credibility and effective working relationships with all levels of staff within the Children’s Authority, and with external stakeholders.

• Must demonstrate tact, diplomacy, mature judgement and creative problem-solving skills.

• Excellent interpersonal, team spirit and communications skills (oral and written).

• Excellent presentation creation skills.

• Demonstrated competence in calendar management.

• Ability to listen and ascertain the needs of customers, find and communicate accurate information concerning process, policies and procedures to customers, and respond to customers tactfully and courteously.

• Competent in computer usage and the Microsoft Office Suite of programmes (including Word, Excel, Power Point and Outlook).

Applications will be accepted no later than 3rd April, 2017