Secretary 2 (OPS/ SS 2) - Public Law, Restorative & Preventative Justice Unit

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 Public Law, Restorative and Preventative Justice Unit. 
• Monitors and maintains the “third copy” files for correspondence sent out of the Public Law, Restorative and Preventative Justice Unit.; 
• Types reports, correspondence, memos, forms, agendas; 
• Proof reads documents for accuracy, completeness and conformity to established formats;
• Co-ordinates activities for a variety of meetings, attends meetings, take notes and prepares minutes;
• Screen phone calls intended for the Director Public Law, Restorative and Preventative Justice;
• Receives dictation 
• Completes inventory system for the Public Law, Restorative and Preventative Justice Unit.
• Assists in procurement activities on behalf of the Public Law, Restorative and Preventative Justice Unit 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 Director Public Law, Restorative and Preventative Justice 

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

Technical/Functional Competencies 

• Use of Technology

Other Competencies

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• 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. 

Authority:

• N/A 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.