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Senior Secretary (OPS/SS 3)

Date Posted
5th February 2018
Reference
VAC-28139
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

Applications are invited from suitably qualified candidates to fill the vacant post of Senior Secretary in the Human Resource Management and Administration Department, Office of the Director of Public Prosecutions.

Job Description

Job Purpose
The core function of the job is to effectively and efficiently provide administrative and legal assistance to Crown Counsel. The role requires the ability to initiate, organize and manage confidential and high level, legal documents which are of a sensitive nature.

Key Responsibilities
Technical/Professional:

  • Generates legal documentation for the High Court/ Supreme Court, Rural Circuits and Resident Magistrate’s Courts;
  • Takes dictation/shorthand notes and reproduces relevant documents;
  • Monitors incoming calls, routes and directs accordingly;
  • Makes periodic telephone calls to the Government Forensic Science Laboratory on behalf of Counsel to advise Officers of their matters in Court and inform them of the Court date and ascertain their availability for Court, and also to enquire as to the readiness of Ballistic/Forensic Certificates;
  • Provides information to Police personnel, Inspectorate of Constabulary, Major Organized Crime and Anti-Corruption Unit, Bureau of Special Investigations and Independent Commission of Investigations regarding rulings etc.;
  • Provides information and addresses concerns from Attorneys-at-Law at the Private Bar, witnesses and Police Officers;
  • Schedules and confirms appointments for Counsel with other Government Officials, Police Personnel, Private Officials, Attorneys-at-Law at the Private Bar and members of the public;
  • Manages and up-dates appointment  Diaries for all Counsel assigned;
  • Plans and organizes conferences/seminars;
  • Makes travel arrangements for Counsel travelling on official business and liaise with the international counterpart;
  • Liaises with internal/external officers (local and overseas) in order to give/receive information as directed by Counsel;
  • Types rulings in response to legal opinions done by Counsel for matters submitted to the Office of the Director of Public Prosecutions from various Police Departments and Government Agencies;
  • Drafts and responds to correspondence both internal and external as instructed by Counsel;
  • Drafts and types letters to the Chief Court Reporter, Supreme Court, requesting transcripts for case(s) previously dealt with in the Home Circuit and Rural Circuit Courts as instructed by Counsel;
  • Establishes and maintains a system of control and safe keeping of classified, confidential documents and reports including correspondence, legal authorities and other related matters;
  • Scans legal documents and other documents for enclosing on files;
  • Liaises with Defense Counsel as it relates to Court dates;
  • Types Notes of Evidence from Counsel’s Note book(s) as instructed;
  • Assists the Administrator by typing other work related matters;
  • Arranges files in chronological order and review notation on Minutes;
  • Prepares master Calendar from files for rural circuits;
  • Prepares weekly Trial List relative to the case file;
  • Prepares Witness List for each file;
  • Inserts new Minute Sheets where necessary;
  • Photocopies statements and other legal documents for all new files and enters this information on a Service of Document Form for service to Defence Attorney;
  • Faxes/scans email Master Calendar, Trial List and Witness List to Court Administrator and Court Detective;
  • Liaises with Court Administrator regarding new files not yet received, take all relevant information and prepare an addendum to lists where necessary;
  • Prepares Statistics at the commencement of each of the three (3) terms that set out the breakdown of the cases/offences for presentation to Circuit Judge by Crown Counsel;
  • Prepares and re-types Indictments for New Cases;
  • Prepares Notices to Adduce and photo-copies and attaches documents to the Notices.
  • Prepares Judges bundle consisting of the Calendar, Trial List and a Copy of the Statistics which is hand delivered or sent directly to him/her;
  • Copies lists, collate and place into folders for Counsel;
  • Ensures that follow-up work is done on return files;
  • Digitizes and updates files using the electronic Prosecuting Attorney System (PAS) to update case files and minutes sheets;
  • Returns files to the Administrator for Rural Circuit;
  • Types letters in relation to Section 31 (D) of the Evidence Act for witnesses to be located in matters in the Home and Rural Circuits to various Hospitals, Adult Correctional Institutions, Morgues, Passport Immigration, Registrar General Department, the Commissioner of Police and the Permanent Secretary of the Ministry of Justice.


Required Knowledge, Skills and Competencies

  • Excellent oral and written communication skills
  • Excellent Secretarial skills
  • Proficient in Microsoft Office Applications, Publisher and the proper use of other computer applications
  • Ability to work in a team
  • Excellent time management and organizing skills
  • Attention to details
  • Excellent word processing/typing and speedwriting/shorthand skills
  • Good interpersonal skills
  • Ability to address problems in the absence of the supervisor
  • Ability to work on own initiative


Minimum Required Qualification and Experience

  • CXC/GCE O’ Level English Language;
  • Successful completion of prescribed course of study 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;
  • Four-five (4-5) years general office experience;

OR

  • Successful completion of the Certified Professional Secretary Course;
  • Proficiency 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/GCE ‘O’ level;
  • Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND);
  • Training in the use of a variety of computer software applications;
  • Four-five (4-5) years general office experience;

OR

  • Graduate 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);
  • Four-five (4-5) years’ general office experience.


Special Condition Associated with the Job

  • May be required to work beyond normal hours from time to time in preparation for Circuit Court.


Salary range: $828,588 - $984,930 per annum

Please note that only shortlisted applicants will be contacted.
 

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