Senior Secretary, Adjudication Services Division

Key Responsibilities:

Management/Administrative Responsibilities 

• Assists with planning and convening Adjudication Hearings by making phone calls to Adjudication Committee members and Applicants and providing details of the Hearing; 
• Establishes and maintains an efficient records management system in accordance with the Jamaica Archives and Records Department (JARD) policies; 
• Prepares all correspondence for matters pertaining to the Adjudication Committees Secretariat; 
• Assists with the preparation of Client Information Forms, Claim Forms and Transport Allowance Forms and ensures completion by Adjudication Committee members; 
• Generates courier service labels for packages to be dispatched to Adjudication Committee members and liaises with the representative(s) from the courier service to facilitate the smooth delivery of each package; 
• Attends Adjudication Committee Hearings, records information accurately and prepares Minutes and Transcripts in a timely manner; 
• Proofreads the Minutes of each Hearing and prepares the Agenda for the next scheduled Hearing; 
• Maintains a comprehensive log of all invoices received and ‘follows up’ to ensure that vendors are paid; 
• Reviews customer queries pertaining to the status of Adjudication Hearings and or files referred for determination; 
• Provides basic information to clients and general public on the role and functions of Adjudication Committees and the mandate of the Adjudication Committees Secretariat;
• Prepares and monitors the Attendance Registers for the Division; 

Required Competencies/Skills:

The post-holder should be able to demonstrate: 

• High level of confidentiality; 
• Excellent interpersonal skills; 
• Excellent oral and written communication skills; 
• Sound time management skills; 
• Sound work ethics; 
• Ability to work on own initiative and under pressure; 
• Typing/word processing speed of at least fifty (50) words per minute;
• Excellent shorthand/note making skills; 
• Excellent computer skills i.e. proficiency in the use of MS Office applications including MS Word and MS Excel; 

Minimum Required Qualifications and Experience

• Certificate in Administrative Management – Level 2; 
• Four (4) CSEC subjects including English Language; 
• Graduate of a recognized Secretarial Institution; 
• Three (3) years related working experience; 

We appreciate all responses but only short-listed applicants will be contacted.