Forensic Secretary (OPS/SS 3)

Key Responsibilities

Technical: 

• Prepares certificates using File Maker; 
• Transfers data from the exhibit form into the Statistic Log Book; 
• Embosses completed cases using the embossed machine; 
• Backs up data system and prepares Monthly Report for Crime Observatory;
• Records dictation from the Director and reproduces, by word processing, all dictated notes; 
• Types all manuscripts prepared by the Director; 
• Drafts and verifies confidential correspondences, reports and other administrative documents prepared for the signature of the Director, to ensure that they are accurate and complete and, where necessary, initiates corrective action; 
• Plans and arranges for travel and accommodation; 
• Liaises with Government/Public Sector and Private Sector associates, locally and overseas, in the exchange of data; 
• Conducts research and sources information; 
• Distributes and maintains adequate stationery supplies for the Department;
• Screens telephone calls for the Director and other officers in their absence;
• Records telephone messages and ensures that they are promptly delivered;
• Maintains a daily diary of appointments for the Director and ensures that it is kept up to date; 
• Maintains an efficient filing system;
• Establishes and maintains a system of control for policy, classified and confidential documents held by the Director. Controls and monitors all documents and files entering and leaving his/her Office; 
• Maintains up-to-date Monthly Report files by: 
  • Collating, filing, and bringing these reports to the attention of the Director
  • Assisting the Director to compile Progress Reports, Annual Reports and Annual Performance Reports 
  • Distributes copies of these reports to the Director; 
• Co-ordinates the routine functions of the Office of the Director, to facilitate the availability of information in a timely manner; 
• Arranges Staff Meetings, as required by the Director, by: 
  • Preparing notices of such meetings for distribution to staff concerned 
  • Receiving notices of topics to be discussed 
  • Preparing agenda for meetings 
  • Recording notes and preparing Minutes of such meetings; 
• Circulates, or ensures the circulation of, memoranda, circulars, magazines and other documents within the Department; 
• Performs other related duties as may be assigned by the Director from time to time.

Required Knowledge, Skills, and Competencies 

• Sound command of English 
• Ability to communicate effectively, both orally and in writing 
• Ability to record and transcribe meeting Minutes 
• Ability to maintain calendars and schedule appointments 
• Ability to create, compose and edit written materials 
• Organizing and co-ordinating skills 
• Proficiency in MS Office software 
• Team player with the ability to work on own initiative 
• Ability to work under pressure and meet deadlines 

Minimum Required Qualification and Experience

• Four (4) or more CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years general office experience. 

OR 

• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e.g., word processing, database and spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Secretarial Seminar at Management Institute for National Development (MIND) plus four to five (4-5) years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; training in the use of a variety of computer software applications and four to five (4-5) years general office experience plus the appropriate Secretarial Seminar at Management Institute for National Development (MIND).

Please note that only shortlisted applicants will be contacted.