Secretary 2 (OPS/ SS 2) - Social Justice Division

Key Outputs:

• Information provided for all customers and callers; 
• Documents produced; 
• Filing system operational; 
• Diary maintained and meetings arranged; 
• Reports Generated 
• Physical resources of the Division managed and maintained. 

Key Responsibility Areas:

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Ensures that all correspondence of a general or routine nature received are properly actioned;
• Takes shorthand dictation and reproduces confidential and other correspondence;
• Types all necessary correspondence for dispatch; 
• Composes letters and memos based on general instructions; 
• Records all mail received; 
• Arranges for the printing, photocopying, binding, dispatching etc of documents produced;
• Establishes and maintains an effective record keeping system for correspondence, reports, meeting minutes, supplies, and other sources of information. 
• Prepares attendance/punctuality reports; 
• Assists in the management of the Division’s physical resources, such as printers, computers, phones etc and arranges for the prompt repair or replacement of faulty equipment; 
• Assists in the ordering, securing and distribution of stationery and other supplies
• Assists in arranging meetings, workshops, conferences etc, including identifying the location and preparing the agenda and relevant documents 
• Prepares reports and programme documents as required 
• Takes action minutes at meetings where directed to do so and circulating them as required 

Performance Standards:

• Shared electronic folders, calendars and work diary maintained in keeping with agreed standards and timeframes; 
• Correspondence (letters, memoranda etc.) drafted and finalized in keeping with agreed standards and timeframes; 
• Timeliness of production of documents; 
• Adequacy and timeliness of arrangements made; 
• Percentage (%) availability of physical resources; 
• Level of customer satisfaction with service provided (internal and external); 
• Adequate stationary and other material are always available; 
• Percentage of all correspondence and files can be quickly and easily retrieved; 
• Accuracy and timeliness of file maintenance and update.

Required Competencies:

Core Competencies 

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

Technical/Functional Competencies 

• Use of Technology
• Goal/results oriented
• Technical Skills
• Planning and Organising
• Research and Evaluation

Other Competencies

• Good keyboarding dexterity 
• Ability to compose and edit written material

Minimum Required Education and Experience

Specific knowledge (however acquired) required to start: 

• Excellent typing skills 

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. 

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.