Executive Secretary 1 (OPS/SS 4)

Summary

Under the supervision of the Director of Legal Reform, the incumbent ensures the efficient operation of the Department by providing administrative/secretarial services to maintain the day-to-day activities within the Department. 💰Salary: $2,109,302 - $2,945,712 JMD per annum

Responsibilities

• • Carries out the duties of the Executive Secretary 2 during her absence;
• • Liaises with officers internally and externally regarding information and directives;
• • Assists in planning and organizing departmental activities;
• • Liaises with Parliament and other relevant bodies for meetings, updates, schedules and confirmation of meetings;
• • Takes dictations and produces letters, memoranda and other documents for the signature of the Director and other senior members of staff;
• • Assists with the preparation of the various Reports emanating from the Department;
• • Assists in recording incoming and outgoing correspondence;
• • Assists with the preparation of overseas travel arrangements for the Director and other staff members;
• • Receives and screens incoming telephone calls to the Director and other senior members of staff, where necessary, refers the caller to relevant outside Agency or Department to which the call should be directed;
• • Keeps updates on the maintenance of equipment and secures services of the relevant technicians when needed;
• • Takes notes and prepares Minutes of the Executive Management Meetings;
• • Schedules meetings for the Director and other senior members of staff;
• • Makes preparation for the recruitment and admission of new staff;
• • Assists with the facilitation of Interns;
• • Assists with the maintenance of the Imprest Account for the Department;
• • Assists with the supervision of junior administrative staff;
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Excellent interpersonal skills
• • Excellent oral and written communication skills
• • Excellent time management skills
• • Good judgment and use of initiative
• • Ability to work in a team
• • Ability to work under pressure
• • Confidentiality

Qualifications

• • CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus five (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 spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus five (5) years’ general office experience;
OR
• • Successful completion of the Certified Professional Secretary course; proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Additional Information and Instructions

Applications, accompanied by résumés, along with the names, telephone numbers and email addresses of two (2) references (one must be a former/current supervisor), should be submitted no later than Thursday, 26th June, 2025 to: Director, Human Resource Management and Development Ministry of Legal and Constitutional Affairs 1A Fairway Avenue, Kingston 6 📧 Email: careers@mlca.gov.jm ℹ️ Subject: Executive Secretary 1 (OPS/SS 4) 🔑 Please include the job title in the subject line of your email. The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.

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