Executive Secretary (OPS/SS 5)

Summary

The incumbent provides efficient and effective secretarial and administrative support services for the Registrars of the Supreme Court. 💰$2,803,771 - $3,770,761 JMD per annum

Responsibilities

• • Reproduces, in the correct format, a variety of documents, as instructed by the Registrar
• • Receives dictation;
• • Routes correspondence to relevant officers/Divisions
• • Monitors incoming calls/clients, routes and directs accordingly;
• • Schedules appointments, meetings and briefs the Registrar on the matter before confirming the meetings;
• • Arranges meetings and ensures that accurate recordings of the proceedings are done;
• • Prepares and compiles Management reports and other reports, as directed by the Registrar;
• • Liaises with internal/external customers in order to give/receive information, as directed by the Registrar;
• • Establishes and maintains a system for the control and safe keeping of classified, confidential documents and reports;
• • Maintains an up-to-date records management system of documents in the office of the Registrar;
• • Drafts correspondences, as directed by the Registrar;
• • Checks and responds to emails, as directed by the Registrar;
• • Receives and records all notices of Appeal for Probate matters;
• • Liaises with Judges Secretaries for written Judgements and notes for matters on appeal;
• • Requests transcripts from Court Reporting Division and follows-up until same is received;
• • Prepares files for matters on appeal and transfers the information to Compact Discs;
• • Prepares Communications in relation to the matters for Court of Appeal;
• • Checks file carefully to ensure that defense is not out of time;
• • Liaises with the Registrar of the Court of Appeal;
• • Liaises with the Registry in the various Divisions for information;
• • Prepares letters for the dispatch of Court of Appeal matters and dispatches accordingly;
• • Updates the Court Information Management System with the information for the appeal matters;
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Highly confidential
• • Tact and diplomacy
• • Excellent oral and written communication skills
• • Excellent interpersonal and customer service skills
• • Excellent time management skills
• • Strong team building and Conflict management skills
• • Working knowledge of the Court Information Management System
• • Proficiency in the use of the relevant Computer Applications
• • Comprehensive knowledge of office procedures and systems
• • Excellent organizational and planning skills

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 seven (7) 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 seven (7) 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 seven (7) 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 Wednesday, 30th April, 2025 to: Senior Human Resource Officer Human Resource Department Supreme Court Kings Street Kingston 📧 Email: hrd@jamaicajudiciary.gov.jm 🔑 Please include the job title in the subject line of your email. ⚠️ Note: We appreciate all responses but only shortlisted applicants will be contacted.

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