Senior Secretary (OPS/SS 3) - Legal Services Unit

Key Responsibilities

• Prepares legal and other documents such as: Cabinet Submissions, Memoranda of Understanding, Affidavits, Leases, Agreements, Contracts, Drafting Instructions for Acts and Regulations, Reports on Court proceedings, Monthly Status Reports, Legislation Reports, letters, memoranda etc.; 
• Prepares requests for the procurement of office supplies and services for the Legal Director’s signature, and conducts follow-ups; 
• Develops and implements follow-ups and control mechanisms to support the efficient operations of the Unit; 
• Creates and maintains telephone calls and facsimile register; 
• Answers telephone calls, screens and redirects calls to relevant officers/Departments or Units; delivers messages and checks telephone bills for anomalies; 
• Initiated and monitors responses to queries and other requests from the public 
• Downloads/sends emails, sends/receives facsimiles; 
• Receives and screens visitors and ensures that they are directed to the relevant officer/Unit; 
• Liaises with Divisional Directors/Heads of Department and Agencies to follow up on responses to directives/queries and submission of relevant information; 
• Attends meetings and records Minutes and reproduce same for circulation, arranges meeting logistics; 
• Responds to routine and other correspondence; 
• Opens, checks, processes, distributes and keeps log of incoming mail, and logs all outgoing correspondence; 
• Makes photocopies, scans, and collates documents; 
• Maintains Director’s diaries, schedules appointments, and prepares and maintains itineraries for Officers of the Legal Unit; 
• Files correspondence and other materials and maintains a record of the movement of files;
• Establishes and maintains a system for the control of confidential files; 
• Manages and maintains an inventory of stationery for availability to members of the Unit;
• Performs research and assists with the gathering of information to support the preparation of documents, reports and sound decision making; 
• Checks travel claims for completeness and subsistence payments for verification/authorization; 
• Performs any other related duties assigned from time to time by the Senior Legal Officer/ Legal Director and Legal Officer. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Good interpersonal skills 
• Ability to work on own initiative 
• Integrity 
• Compliance 
• Methodical 
• Customer and quality focus 
• Teamwork and co-operation 
• Good planning and organizing skills 
• Good analytical Thinking skills 

Functional: 

• Proficient in the use of Microsoft Office Applications 
• Knowledge of Office Procedures 
• Knowledge of clerical filing 
• Knowledge of the operations of Government/Ministry’s policies and procedures
• Sound knowledge of web-based research techniques 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years’ general office experience. 

OR 

• Graduated 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 spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four to five (4-5) years’ general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Special Condition Associated with the Job

• May be required to work beyond normal working hours.

Please note that only shortlisted applicants will be contacted.