Senior Secretary (OPS/SS 3)

Summary

Under the direction of the Director, Criminal and Civil Justice, the Senior Secretary liaises closely with the CCJ team by providing a wide range of administrative services and support. The Senior Secretary supports in routine processes, conducts minor research, prepares various routine and specialized administrative documents and correspondence; and coordinates, oversees and maintains dayto-day office operations. 💰Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• Technical/Professional:

  • • Provides diverse range of confidential support and is responsible for the overall efficient management of the Director’s office;
  • • Provides supports to and liaises with key stakeholders on CCJ matters as required;
  • • Conducts routine/factual research and data analysis as directed;
  • • Compiles, analyzes and summarizes data from various sources, including regulations, policy documents and collective agreements;
  • • Summarizes data and generate reports, letters and other documents for a variety of audiences including senior executives’, general staff, MDAs and other related agencies/departments;
  • • Manages the maintenance, security, reproduction, logging, tracking and storage of all CCJ files, records and databases;
  • • Identifies and recommends best practices, procedures and guidelines for the efficient operation of the CCJ office;
  • • Organizes and maintains sectional calendars;
  • • Prepares schedules and coordinates all activities related to hosting committee meetings, such as attendees, agendas and decisions;
  • • Coordinates and organizes meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements as required;
  • • Receives, screens and prioritizes communications/correspondence to the Director and Officers;
  • • Independently responds to letters and general correspondence as appropriate;
  • • Coordinates the day-to-day management of supplies, equipment, and maintenance for the office;
  • • Assists with the development of workshop and training session materials;
  • • Assists with the monitoring and tracking of the CCJ Section’s budget;
  • • Enhances professional development by keeping abreast of current and emerging trends in technologies, techniques, issues and approaches;

• Management/Administrative:

  • • Develops Individual Work Plans based on alignment to the overall plan for the section;
  • • Participates in meetings, seminars, workshops and conferences as required;
  • • Prepares reports and programme documents as required;
  • • Maintains customer service principles, standards and measurements.

• Human Resources:

  • • Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
  • • Assists with the preparation of presentations on role of Division/Unit for the Orientation and Onboarding programme.

• Other:

  • • Performs all other duties and functions as may be required from time to time.

Required Skills

• Core:

  • • Adaptability
  • • Compliance
  • • Ability to use own initiative
  • • Integrity
  • • Good interpersonal skills
  • • Good oral and written communication skills
  • • Goal/Results oriented
  • • Good planning and organizing skills
  • • Teamwork and co-operation

• Technical:

  • • Accountability
  • • Attention to Detail
  • • Goal/Results Oriented
  • • Methodical
  • • Planning and Organising
  • • Problem Solving and Decision-making
  • • Records Management
  • • Resilience
  • • Stress Tolerance
  • • Technical Skills
  • • Use and Application of Technology

• Other:

  • • Ability to record minutes and transcribe meeting notes
  • • Tact and decorum when dealing with people
  • • Excellent keyboarding dexterity
  • • Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the section
  • • Knowledge of office management and administrative procedures and practices
  • • Ability to compose correspondence and reports

Qualifications

• • CXC or GCE ‘O’ Level English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND), 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 (4) to five (5) years’ general office experience.
OR
• • Graduate 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 (4) to 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; English Language at CXC or GCE ‘O’ Level; training in the use of a variety of computer software applications and four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development (MIND).

Additional Information and Instructions

Kindly submit cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor no later than Friday, June 6, 2025 to: Senior Director, Human Resource Management and Development Ministry of Justice 61 Constant Spring Road, Kingston 10 or via Website 🔗 Click the Apply link to apply via MOJ Website The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.

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