Senior Secretary (OPS/ SS 3)

Key Outputs:

• Filing system maintained 
• Documents produced 
• Information disseminated 
• Diary maintained 
• Stationery in place 
• Correspondence/file records 
• Information provided upon request 
• Appointments/meetings scheduled 
• Mail recorded and Mail System maintained 
• Office Supplies requested 

Key Responsibility Areas:

• Prepare letters, memoranda, reports and documents for supervisor’s signature; 
• Prepare responses to correspondence containing routine enquiries; 
• Open, sort and distribute incoming correspondence, including emails; 
• File and retrieve documents, records and reports; 
• Prepare requisitions for office supplies and maintain record of the distribution of stationery and supplies to members of staff within the Unit; 
• In consultation with Supervisor, maintain and update appointment diary; 
• Provide administrative/secretarial support for the unit by answering telephones, assisting visiting personnel, and resolving and/or referring a range of administrative problems and enquiries;
• Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for supervisor, which may include arrangements for coordinating travel and accommodation;
• Establishes and maintains an electronic tracking system for correspondence, files and progress reports.
• Prepare monthly and quarterly reports; 
• Provides general information to internal and external customers/clients as directed;
• Perform any other duties assigned. 

Performance Standards:

This job is satisfactorily performed when: 

• Documents produced are accurately formatted and produced within the agreed time frame;
• Diary accurately updated after consultation with Supervisor in accordance with established format and time frame; 
• Electronic tracking system established and updated in a timely manner; 
• Telephone calls/Visitors are dealt with in a professional and timely manner in accordance with established guidelines; 
• Travel Itinerary prepared in consultation with officer and in accordance with the established guidelines and within agreed time frame; 
• Information provided should be clear and accurate and within the agreed time frame.

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

Other Competencies 

• Ability to compose and edit written material
• 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 2 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:

• Re-route calls and correspondence 
• Check documents for accuracy. 

Specific Conditions associated with the job

• Normal working conditions

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