Senior Secretary (OPS/SS 3)

Summary

Reporting to the Director, Human Resource and Administration, the Senior Secretary is responsible for providing administrative and secretarial support services to ensure that the Director’s office is operated in an efficient and effective manner. 💰$1,711,060 - $2,301,186 JMD per annum

Responsibilities

• • Maintains schedule of appointments and official engagements of the Director, Human Resource and Administration, and issues reminders to ensure fulfilment;
• • Prepares notices, notifications, forms, memoranda, letters and other correspondence for Director, Human Resource and Administration’s review and signature;
• • Distributes mail, correspondence and files;
• • Prepares monthly reports;
• • Ensures the proper recording of incoming and outgoing mail;
• • Liaises, as necessary, between the Director, Human Resource and Administration and the other staff for dissemination of information and instructions;
• • Responds to telephone calls and directs calls to the appropriate member of staff;
• • Maintains an electronic data retention and tracking system for human resource documents and personnel files;
• • Reviews correspondence and reports prepared for the Director, HR&A’s signature, to ensure that all pertinent matters have been accounted for and dealt with;
• • Monitors telephone calls, appointments and visits to the Director, Human Resource and Administration, by internal and external stakeholders;
• • Seals and dispatches Secret and Classified correspondence;
• • Follows-up on requests to the building, procurement and Human Resource department (CAD);
• • Provides necessary logistic support for meetings, by arranging meetings and informing attendees;
• • Co-ordinates, arranges and prepares for interviews during recruitment processes;
• • Updates staff list for the Director, Human Resource and Administration quarterly review and verification;
• • Assists in providing internal and external stakeholders with routine information in relation to the Court’s processes, as directed;
• • Provides prompt, efficient and effective delivery of support services to the Director, Human Resource and Administration;
• • Retrieves files, reports and other information from registry, in accordance with established standards, as required, by the Director, Human Resource and Administration;
• • Develops and maintains an accurate and efficient filing system;
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Excellent oral and written communication skills
• • Excellent time management
• • Excellent planning and organizing skills
• • Ability to demonstrate a high level of initiative, professionalism and confidentiality
• • Excellent administrative and secretarial skills
• • Excellent customer service
• • Excellent interpersonal skills
• • Proficiency in relevant computer applications
• • Ability to work in teams

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 four to five (4-5) years’ general office experience;
OR
• • Graduated 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 four to five (4-5) years’ general office experience;
• • Successful completion of the Certified Professional Secretary course; proficient 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 four to five (4-5) 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 should be submitted no later than Tuesday, 18th February, 2025 to: Director Human Resource and Administration Court of Appeal Public Building West King Street Kingston 📧 Email: careers@courtofappeal.gov.jm ℹ️ Subject: Senior Secretary (OPS/SS 3) 🔑 Important Notes: Only shortlisted applicants will be contacted.

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