Secretary 2 (OPS/ SS 2) - Justice Training Institute

Key Outputs:

• Records Maintained 
• Documents Produced 
• Reports Generated 
• Filing System Maintained 
• Mail recorded and distributed 
• Office Supplies requested and distributed 
• Appointments/meetings scheduled 

Key Responsibility Areas:

• Maintains an appropriate filing system for the recording and easy retrieval of information;
• Assists in monitoring the logs of all mail/files that comes directly to the Justice Training Institute.
• Monitors and maintains the “third copy” files for correspondence sent out of the Justice Training Institute; 
• Types reports, correspondence, memos, forms, agendas; 
• Proof reads documents for accuracy, completeness and conformity to established formats;
• Assists in co-ordinating activities for a variety of meetings, attends meetings, take notes and prepares minutes; 
• Screens phone calls intended for the Director/Principal; 
• Receives dictation 
• Completes inventory system for the Justice Training Institute; 
• Assists in procurement activities on behalf of the Justice Training Institute for stationery and office supplies and ensures the adequacy of the Unit’s stationery and supplies 
• Researches and provides information to facilitate the preparation of critical reports;
• Reproduces confidential and other urgent correspondence and deals with urgent mail, faxes and emails as directed. 
• Performs other related functions assigned from time to time by the Justice Training Institute 

Performance Standards:

This job is satisfactorily performed when: 

• Documents are accurately produced within agreed timeframe to required standard
• Filing system is maintained according to established Records Management standards
• Office supplies are adequate and distributed within the agreed time frame 
• Mail processed and distributed to appropriate person within the agreed timeframe
• Appointment diaries are accurately updated as requested 
• Confidentiality and integrity are exercised

Required Competencies:

Core Competencies 

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative
• Compliance
• Customer and Quality Focus
• Interpersonal
• Adaptability
• Time Management

Technical/Functional Competencies 

• Use of Technology
• Planning and Organising
• Technical Skills

Other Competencies

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• Ability to work under pressure and meet deadlines
• Tact and decorum when dealing with people

Minimum Required Education and Experience

Qualifications and Experience 

• CXC/GCE O’level English Language; successful completion of the Certificate in Administrative Management (CAM) level 1 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 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/GCE O’level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus 4-5 years general office experience. 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the field. 
• Network within the profession and relevant associations to keep abreast with the industry.

Authority:

• N/A 

Specific Conditions associated with the job

• Work beyond normal office hours