Senior Secretary (OPS/SS 3) - Victim Services Branch

Job Purpose

The incumbent has responsibility to provide high level administrative and executive support to the Director. This involves handling information requests and performing clerical/secretarial functions such as preparing correspondences, receiving visitors, arranging conference calls, interacting with both internal and external executives as well as consultants to coordinate a variety of complex meetings. 

Key Outputs:

• Reports prepared; 
• Correspondences, communications, presentations and other documents prepared and edited;
• Records and filing system maintained; 
• Meetings and events arranged and coordinated; 
• Operating practices reviewed and improvements recommended where necessary;
• Office equipment and supplies managed; 
• Relationships with internal and external stakeholders managed. 
• Reviews unit/divisional reports and/or other relevant data and provide summaries 

Key Responsibility Areas:

To serve as a point of liaison between the Director and the relevant Divisions within the Ministry and other stakeholders. 

• Advises callers and visitors with whom to communicate regarding specific issues;
• Responds to routine queries arriving at the Director’s Office and directs other queries to the relevant official; 
• Manages and coordinates the Director’s Diary involving relevant committees of which the Director is a member; 
• Interfaces with the technical staff of the Ministry and other stakeholders and brings problems/concerns to the attention of the Director; 
• Maintain effective working relationships with internal and external customers. 

To provide high level technical administrative and secretarial support functions to the Director’s Office. 

• Coordinates activities for a variety of meetings, attends meetings, takes minutes and prepares and circulates minutes as required; 
• Prepares and edits correspondences, communications, presentations and other documents;
• Reviews, proofreads, and edits documents prepared; 
• Assists in the preparation of speeches, briefs/speaking notes for the Director; 
• Controls and monitors all files and documents that come directly to the Director.
• Arranges for the printing, photocopying, binding, dispatch etc of documents produced;
• Composes letters and memos based on general instructions; 
• Reviews, prioritizes and communicates incoming and outgoing electronic communications on behalf of the Director; 
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner; 
• Monitors routine and special assignments and ensures that they are completed/submitted within a timely manner;
• Maintains an effective records management system including the safekeeping of classified and confidential documents and reports; 
• Makes local and international travel arrangements, prepares itineraries and maintains all travel records; 
• Works on any other technical matter as assigned by the Director. 

To ensure that all requests for information/reports/documents are produced and disseminated to various clients within the time and quality specified; 

• Coordinates the preparation of special reports prepared by technical staff for review by the Director;
• Prepares special, routine monthly reports; 
• Prepares ad-hoc reports including PowerPoint presentations and quarterly reviews as instructed;
• Reviews unit/divisional reports and/or other relevant data and provide summaries. 

Performance Standards:

• Level of satisfaction with quality and timeliness of documents produced; 
• The extent to which administrative and executive support related tasks are handled in an efficient manner; 
• Quality of relationships with internal and external stakeholders; 
• Reports meet quality standards and produced within agreed timeframe; 
• Confidentiality, integrity and sensitivity are exercised in the execution 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 Key Competencies

• Ability to record minutes and transcribe meeting notes
• Tact and decorum when dealing with people
• 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
• Ability to compose correspondence and reports

Minimum Required Education 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. 

Authority:

• To provide information to customers and callers; 
• To recommend repairs/replacement of machinery and equipment; 
• To order stationery and supplies

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. 
• Extended hours may be required to meet project deadlines 
• Will be required 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.