Senior Secretary (OPS/SS 3)

Job Purpose

Under the direction of the Director, Criminal and Civil Justice, the Senior Secretary works closely with the CCJ team by providing a wide range of generalist administrative services and support. The Senior Secretary supports in routine processes, conducts minor research and analysis, prepares various routine and specialized administrative documents and correspondence; and coordinates, oversees and maintains day to-day office operations. 

Key Outputs:

• Calendars and schedules prepared/maintained 
• Meetings coordinated/managed 
• Correspondence/documents, reports, presentations and records prepared/distributed
• Travel plans/itineraries/arranged 
• Record-keeping and administrative systems established/maintained 
• Phone calls and visitors received and screened 
• External requests for information processed/provided 
• Invoices, vouchers, requisitions, expense claims processed 
• Annual/Quarterly/Monthly/Periodic Reports prepared 
• Individual Work plan developed 

Key Responsibility Areas:

Technical/Professional Responsibilities 

• Provides diverse range of confidential support and is responsible for the overall efficient management of the Director’s office; 
• Provides supports to and liaises with key stakeholders on CCJ matters as required;
• Conductsroutine/factual research and data analysis as directed; 
• Compiles, analyzes and summarizes data from various sources, including regulations, policy documents and collective agreements; 
• Summarizes data and generate reports, letters and other documents for a variety of audiences including senior executives’, general staff, MDAs and other related agencies/departments;
• Manages the maintenance, security, reproduction, logging, tracking and storage of all CCJ files, records and databases; 
• Identifies and recommends best practices, procedures and guidelines for the efficient operation of the CCJ office; 
• Organizes and maintains sectional calendars; 
• Prepares schedules and coordinates all activities related to hosting committee meetings, such as attendees, agendas and decisions; 
• Coordinates and organizes meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements as required; 
• Receives, screens and prioritizes communications/correspondence to the Director and Officers;
• Independently responds to letters and general correspondence as appropriate;
• Coordinates the day-to-day management of supplies, equipment, and maintenance for the office;
• Assists with the development of workshop and training session materials; 
• Assists with the monitoring and tracking of the CCJ Section’s budget; 
• Enhances professional development by keeping abreast of current and emerging trends in technologies, techniques, issues and approaches; 

Management/Administrative Responsibilities 

• Develops Individual Work Plans based on alignment to the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences as required; 
• Prepares reports and programme documents as required; 
• Maintains customer service principles, standards and measurements. 

Human Resources Responsibilities 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals; 
• Assists with the preparation of presentations on role of Division/Unit for the Orientation and Onboarding programme. 

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time. 

Performance Standards:

• Calendar and schedules are coordinated and maintained according to established standards and timeframes; 
• Events such as meetings are efficiently and effectively coordinated 
• Visitors greeted and callers responded to in a professional manner 
• Record-keeping and administrative systems are established and maintained in accordance with relevant standards and agreed timeframes; 
• Reports, correspondence, agendas and minutes are evidence-based and submitted in a timely manner; 
• Tact, sensitivity, diplomacy and discretion are exercised in the screening of calls and visitors, giving out of information, and dealing with people. 
• Work plans conform to established procedures and implemented accorded to establish rules;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

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