Senior Secretary (OPS/SS3) – Western Region

Responsibilities include, but not limited to:

Under the direction of the Director of Complaint:

• Assisting in the preparation and distribution of investigative reports, summaries and other documentation as required;
• Co-ordinating meetings, interviews, appointments and conference calls for investigative staff and managing schedules;
• Monitoring matters that have been passed to the Director for action, keeping records of all deadlines and important matters to be addressed, ensuring that they are being pursued to finality and apprising the Director of the results;
• Preparing agenda, attending meetings, taking, transcribing and distributing minutes as required;
• Developing and maintaining a well-organized filing system that permits easy reference and rapid retrieval of information;
• Creating, organizing and maintaining investigative case files to ensure accurate filing of documents;
• Providing general administrative support to the investigative team to include printing, copying, binding and dispatching of documents as requested;
• Providing administrative support with respect to the logging, securing and distribution of items of stationery, personal protective gear, equipment and goods for the team;
• Maintaining a team calendar to include approved leave, training, meetings, interviews, sensitization, post mortem and court attendance;
• Documenting and maintaining accurate records to include incoming and outgoing correspondence, documents received and distributed;
• Serving as a point of contact for internal and external enquiries and directing communication to the appropriate person(s);
• Assisting in updating the Commission’s case management system to include uploading of appropriate documentation, tracking of files, addition and retrieval of information in accordance with the Commission’s guidelines;
• Compiling data for generation of reports as required;
• Ensuring confidentiality and compliance with data protection laws;
• Transcribing investigative interviews as required;
• Receiving and screening incoming telephone calls, directing calls, taking messages as appropriate and eliciting necessary information to allow timely responses and responding where necessary;
• Monitoring attendance register.

Minimum Required Qualifications and Experience

• Diploma in Secretarial Studies; or
• Certificate in Administrative Management Level 2 (MIND); and
• At least four (4) CXC/GCE including English Language; and
• Three (3) years working experience in a similar position.
• Certificate in Minute Writing would be an asset.

Required Knowledge and Skills

• Knowledge of general office administration practices, procedures and standards;
• Good attention to detail and accuracy in work product;
• Excellent communication skills (both written and oral);
• Good customer service and interpersonal skills;
• Excellent time management skills;
• Proficiency in relevant computer applications;
• Knowledge of inventory management;
• Ability to meet performance and deadline driven output standards.

Thank you for your interest; however, only short listed applicants will be contacted.