Executive Secretary 1 (OPS/SS 4)

Summary

Under the direction of the Registrar, the incumbent enables the smooth and efficient operations of the office, by providing secretarial and administrative support to two (2) Judges of Appeal. 💰$2,190,302 - $2,945,712 JMD per annum

Responsibilities

• • Types and proofreads draft judgments from manuscripts;
• • Transcribes oral judgments from Dictaphone and presents to judges for editing;
• • Takes dictation, transcribes notes and reproduces documents;
• • Composes letters and memoranda from general instructions and issues routine information regarding administrative and departmental matters;
• • Conducts research on judicial quotations necessary for inclusion in judgments to be delivered in the Court;
• • Files and maintains an accurate record of judgments delivered in the Court of Appeal for easy reference;
• • Files in date sequence Bills and Acts, Proclamations, Rules and Regulations in the Jamaica Gazette;
• • Establishes and maintains a system for the control and safe keeping of classified, secret and confidential documents and reports;
• • Maintains an up-to-date records management system of documents including correspondence, judgments and other legal and official matters;
• • Schedules appointments, conferences and follows-up to ensure appointments are kept;
• • Reproduces in the correct format, a variety of documents, as instructed by Judges;
• • Drafts and responds to routine correspondence as directed by Judges/Registrar;
• • Re-routes correspondence to relevant officers/departments;
• • Monitors incoming calls/clients, routes and directs accordingly;
• • Liaises with Judges and other members of staff, in order to give/receive information as directed by the Registrar;
• • Screens and directs calls and visitors as appropriate ;
• • Performs any other related duties as instructed by the Judges/Registrar.

Required Skills

• • Knowledge of the Organization mandate/objective
• • Knowledge of administrative and clerical procedures
• • Excellent knowledge of office practices and procedures
• • Excellent interpersonal skills
• • Excellent oral and written communication skills
• • Excellent time management skills
• • Ability to use initiative
• • Proficient in using the relevant computer software

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;
• • 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 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: Executive Secretary 1 (OPS/SS 4) 🔑 Important Notes: Only shortlisted applicants will be contacted.

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