Victim Services Clerk (PIDG/RIM 2)

Key Outputs:

• Client service delivered; 
• Relationships with stakeholders developed and enhanced; 
• Files created, maintained and updated; 
• Documents produced; 
• Diary maintained and meetings arranged; 
• Relevant and timely information provided. 

Key Responsibility Areas:

To provide efficient and effective clerical support to the Parish Office. 

• Types all necessary correspondence for dispatch; 
• Takes notes and reproduces confidential and other correspondence; 
• Records all mail received and dispatched; 
• Establishes and maintains an appropriate filing system; 
• Follows up on directives given and requests made by staff; 
• Assists in the management of the office’s physical resources, such as printers, computers, phones etc and arranging for the prompt repair or replacement of faulty equipment; 
• Advise Manager when supplies are needed; 
• Maintains the diary and logs of Parish Office; 
• Answers the telephone and advises callers of the relevant officer’s availability and takes messages in his/her absence or unavailability; 
• Replies to routine queries arriving and directing other queries to the appropriate official; 

To maintain an efficient and effective record keeping system for the Parish Office;

• Maintains parish office files according to Division/Ministry standards/guidelines;
• Creates files as requested; 
• Secures and maintains confidential files; 
• Creates an automated file database; 
• Processes incoming mail for action as necessary; 
• Assigns document reference codes to all documents to facilitate placement of the document on the appropriate file; 
• Maintains security of records and files; 
• Reviews and prepares files for transfer to National Office; 
• Sorts and classifies case documents for filing; 

To assist in the provision of high-quality victim support services. 

• Assists in client intake process in the absence of technical staff by receiving clients, registering them and assigning them to a technical staff; 
• Assists in the coordination of workshops for the Parish Office;
• Receives and records referral of crime victims from the Police, Courts and other Institutions in the absence of technical staff; 
• Reminds technical staff of appointments and follow ups; 
• Assists in the coordination of activities re workshops, promotional meetings etc. 

Performance Standards:

• Effective client service delivered; 
• Quality of relationships with stakeholders; 
• Correspondence files created, maintained and updated in an accurate and timely manner;
• Accuracy and timeliness of documents produced; 
• Accuracy and dependability of filing system; 
• Level of organization of diary system and meetings arranged; 
• Level of satisfaction of stakeholders with the handling of requests; 
• Reports generated.

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 

Minimum Required Education and Experience

• 5 CXC/GCE O’ Level subjects including English and a numeracy subject 
• Training in Records and Information Management (includes ‘on the job training’ within a Government Department) 
• Competent in Microsoft Office Suite i.e. Word, Excel, PowerPoint etc. 
• One-year (1) year experience in record keeping 

Continuous Professional Development 

• Attend relevant training on emerging trends and practices within the field. 

Authority:

• N/A 

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 deadlines.

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