Senior Secretary (OPS/SS 3) - Public Procurement Branch

Key Outputs:

• Filing system maintained 
• Mail distributed 
• Documents produced 
• Information disseminated 
• Diary maintained 
• Stationery in place 
• Correspondence/file records 
• Information provided upon request 
• Appointments/meetings scheduled 

Key Responsibility Areas:

• Types letters, forms and reports for supervisor’s review and signature 
• Takes, transcribes notes and reproduce documents 
• Monitors incoming calls/clients, route and direct accordingly; 
• Schedules appointments, conferences and brief the Director on the matter before confirming the meetings; 
• Records incoming and outgoing mail and distributes accordingly 
• Re-route correspondence to relevant officers/departments; 
• Receives, date stamps, records, sorts and dispatches all incoming correspondences
• Proof reads documents for accuracy, completeness and conformity to established formats
• Prepares attendance and punctuality report monthly 
• Establishes and maintains a filing system for correspondence and files 
• Photocopies, sorts and faxes documents to relevant agencies 
• Provides general information to internal and external customers/clients 
• Responds to customers queries on matters relating to the areas of responsibility in keeping with the citizens charters guidelines 
• Perform any other duties assigned 

Performance Standards:

This job is satisfactorily performed when: 

• Filing system is user friendly and in accordance with established policies and procedures
• Mails processed and distributed to relevant persons within one (1) day 
• Documents are accurately formatted and produced within the agreed time frame
• Information given should be clear and accurate and within the agreed time frame
• Appointment diary is accurately updated within the agreed time frame 
• Confidentiality and integrity are exercised in the conduct of duties.

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies 

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Records Management 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Other Competencies

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• Excellent keyboarding dexterity 
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the section
• Knowledge of office management and administrative procedures and practices
• 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. 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the field. 
• Network within the profession and relevant associationsto keep abreast with the industry. 

Authority:

• Draft documents; 
• Makes recommendations to improve the efficiency of the Directors office. 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• Will be regarded to travel to meetings to support the Director, as applicable.

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