Senior Secretary (OPS/SS 3)

Organisation
Department of Correctional Services
Reference
VAC-54531
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
$1,711,060 - $2,301,186 per annum
Date Posted
29/10/2024
Expiry Date
22/11/2024
Handles administrative tasks, including preparing workplans, managing correspondence, maintaining stock and filing systems, drafting communications, scheduling, and supporting report compilation for the Probation Aftercare Branch.

 

JOB PURPOSE

Under the general direction of the Principal Probation Aftercare Officer, the incumbent is responsible for the efficient day to day operations of the Unit. The incumbent also executes routine secretarial assignments including dictation, written, or composed correspondences; schedules and maintains an appointment diary/calendar to facilitate the smooth and effective communication between the internal/external customers. 

 

KEY RESPONSIBILITIES

Administrative: 

  • Prepares individual workplan; 

Technical/Professional: 

  • Prepares requisition for stationeries for the Unit and ensure that sufficient stocks are always in place; 
  • Drafts letters, memoranda and other routine correspondences and transmits to the relevant officers as soon as they are available for the Probation Aftercare Branch; 
  • Prepares letters and memoranda from drafts and handwritten notes; 
  • Assists in compiling and reviewing relevant reports (monthly, annual etc);
  • Receives, logs and processes all incoming correspondences; 
  • Maintains incoming/outgoing correspondence logbook; 
  • Maintains and manages the filing system for all documents/reports held in the Unit;
  • Maintains diary appointments/meetings ensuring there is no overbooking of same;
  • Takes dictation and minutes at meetings and transcribes, complete and circulate relevant reports; 
  • Receives and screens telephone and re-routes to relevant person. 

Other Responsibilities: 

  • The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position. 

 

REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES

  • Good oral and written communication skills; 
  • Good problem solving and decision-making skills; 
  • Good interpersonal and customer relations skills; 
  • Good planning and organizing skills; 
  • Ability to work under pressure and meet deadlines; 
  • Ability to use initiative; 
  • Proficiency with Microsoft Office Suite. 

 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

  • Four (4) CXC or GCE ‘O’ Level subjects including English Language and a numerical subject; 
  • Successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND); 
  • Certificate in Administrative Management Level 2 (CAM 2);
  • Proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; 
  • Four to five (4-5) years’ general office experience;. 

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Critical deadlines for completion of tasks; 
  • May be required to work beyond the normal working hours; 
  • May be required to work on weekends and public holidays; 
  • Exposure to high-risk environment within Correctional Facilities and their environs. 

 

 

 

 

The Department of Correctional Services thanks all applicants for their interest, but only those shortlisted will be contacted.

  • By submitting this form you agree to our terms of use

    You may also be interested in...

    Accounts Receivable Clerk - Independence Village
    Posted Today Posted by Norwegian Cruise Line
    Prepares daily cash bags for cashiers. Maintains and balances vault cash and daily cashier charge activity. Verifies daily, cashier cash transfers. Maintains electronic files necessary to generate daily reports.
    Salary & Benefits: Town/City: Independence Village
    Research Officer (SOG/ST 5) - Kingston
    Posted Today Posted by Department of Correctional Services
    The incumbent is responsible for informing and supporting corporate planning, performance management and evaluation processes of the Department by providing relevant research and maintaining robust databases.
    Salary & Benefits: $3,501,526 - $4,709,163 per annum Town/City: Kingston
    Housemother (SWG/SWA 1) - Kingston
    Posted Today Posted by Department of Correctional Services
    Reporting to the Senior Housemother, the incumbent is responsible for the general day to day activities related to the care and welfare of the Wards in keeping with the Departments’ rules and regulations.
    Salary & Benefits: $1,711,060 – $2,301,186 per annum Town/City: Kingston
    Senior House Mother (SWG/SWA 2) - Kingston
    Posted Today Posted by Department of Correctional Services
    The incumbent oversees ward hygiene, meal preparation, counseling, education, and social intervention efforts, ensures operational effectiveness, and fosters a supportive environment within the institution.
    Salary & Benefits: $2,190,302 – $2,945,712 per annum Town/City: Kingston
    Rehabilitation Manager (GMG/SEG 2) - Kingston
    Posted Today Posted by Department of Correctional Services
    The Rehabilitation Manager oversees inmate rehabilitation in correctional centers, ensuring effective risk assessments and rehabilitation plans, while collaborating with stakeholders to support behavior change and community reintegration.
    Salary & Benefits: $4,266,270 - $5,737,658 per annum Town/City: Kingston