Senior Secretary (OPS/SS3) – Western Region

Summary

The incumbent provides secretarial and administrative functions that offer support to the Director of Complaints and Investigators in accordance with established standards and procedures, in order to ensure the efficient operations of the department. The person performs a variety of clerical, record keeping and administrative tasks, managing documentation and facilitating communication both internally and externally. 💰 Remuneration: $1,711,060 – $2,301,186 JMD per annum plus applicable allowances.

Responsibilities

Responsibilities include, but are not limited to:

• • Assists in the preparation and distribution of investigative reports, summaries and other documentation, as required;
• • Co-ordinates meetings, interviews, appointments and conference calls for investigative staff and manages schedules;
• • Monitors matters that have been passed to the Director for action; keeps records of all deadlines and important matters to be addressed; ensures that they are being pursued to finality and appraises the Director of the results;
• • Prepares agenda, attends meetings, takes, transcribes and distributes Minutes as required;
• • Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information;
• • Creates, organizes and maintains investigative case files, to ensure accurate filing of documents;
• • Assists in the preparation, proofreading and formatting of letters, memos and other correspondences for dispatch, based on general instructions;
• • Provides general administrative support to the investigative team to include printing, making copies, binding and dispatching of documents, as requested;
• • Provides administrative support with respect to the ordering, logging, securing and distribution of items of stationery, personal protective gear, equipment and goods for the team;
• • Maintains a team calendar to include approved leave, training, meetings, interviews, sensitization, post mortem and court attendance;
• • Documents and maintains accurate records, to include incoming and outgoing correspondence, documents received and distributed;
• • Serves as a point of contact for internal and external enquiries and directing communication to the appropriate person;
• • Collaborates with internal stakeholders to streamline processes and improve overall team efficiency;
• • Creates and maintains a professional relationship of trust and honesty between all stakeholders involved;
• • Assists 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;
• • Participates in the formulation of plans for the team;
• • Compiles data for generation of reports, as required;
• • Ensures confidentiality and compliance with data protection laws;
• • Transcribes investigative interviews, as required;
• • Receives and screens incoming telephone calls, directs calls, takes messages as appropriate and eliciting necessary information to allow timely responses and responds where necessary;
• • Monitors attendance registers;
• • Develops and reviews, in conjunction with the Director of Complaints, his/her respective Individual Development Plan (IDP), following the performance review, as per the Performance Management System;
• • Performs other duties from time to time, which are not specifically outlined within the job description, but within the capacity, qualifications and experience normally expected from a person occupying this position.

Required Skills

• Core:

  • • Excellent oral and written communication skills.
  • • Be responsive to changing requirements and priorities and be able to adapt to unpredictable circumstances;
  • • Shares the Commission’s values, mission and vision;
  • • Excellent customer service skills;
  • • Excellent interpersonal and social skills.
  • • Excellent time management skills.
  • • Good attention to detail and accuracy in the work product.
  • • Good problem-solving skills.
  • • Ability to meet performance and deadline driven output standards.

• Technical:

  • • Excellent computer related skills, including word processing, spreadsheet, and database management applications.
  • • Excellent organizational and file management skills
  • • Proficient Minute/note-taking skills

Qualifications

• • 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.

Additional Information and Instructions

Applications, accompanied by résumés, should be submitted no later than Thursday, 17th July, 2025, to: ✉️ hrd@indecom.gov.jm ℹ️ N.B. Please include the job title in the subject line of your email. Thank you for your interest; however, only shortlisted applicants will be contacted.

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