Senior Secretary (OPS/SS 3) - Legal Services Unit

Summary

Under the general direction of the Senior Assistant Attorney General, the Senior Secretary is responsible for providing all administrative/secretarial support to facilitate the efficient operation of the Legal Services Unit. 💰Salary: $1,711,060 - $2,301,186 per annum

Responsibilities

• • Prepares legal and other documents such as, Cabinet Submissions, Memoranda of Understanding, affidavits, leases, agreements, contracts, drafting instructions for Acts and Regulations, reports on Court proceedings, Monthly Status Reports, Legislation Reports, letters, memoranda etc.;
• • Prepares for the Legal Director’s signature and services, requests for the procurement of office supplies and conducts follow-ups;
• • Develops and implements follow-up and control mechanisms to support the efficient operations of the Unit;
• • Creates and maintains telephone calls and facsimile register;
• • Answers telephone calls, screens and redirects calls to relevant officers/Departments or Units; delivers messages and checks telephone bills for anomalies;
• • Initiates and monitors responses to queries and other requests from the public;
• • Downloads/sends emails, sends/receives facsimiles;
• • Receives and screens visitors and ensures that they are directed to the relevant officer/Unit;
• • Liaises with Divisional Directors/Heads of Department and Agencies to follow up on responses to directives/queries and submission of relevant information;
• • Attends meetings and records Minutes and reproduces same for circulation, arranges meeting logistics;
• • Responds to routine and other correspondence;
• • Opens, checks, processes, distributes and keeps log of incoming mail, and logs all outgoing correspondence;
• • Makes photocopies, scans and collates documents;
• • Maintains Director’s diaries, schedules appointments, and prepares and maintains itineraries for Officers of the Legal Unit;
• • Files correspondence and other materials and maintains a record of the movement of files
• • Establishes and maintains a system for the control of confidential files;
• • Manages and maintains an inventory of stationery for availability to members of the Unit;
• • Performs research and assists with the gathering of information to support the preparation of documents, reports and sound decision making;
• • Checks travel claims for completeness and subsistence payments for verification/authorization;
• • Performs any other related duties that may be assigned from time to time by the Senior Legal Officer/Legal Director and Legal Officer.

Required Skills

• Core:

  • • Excellent oral and written communication skills
  • • Good interpersonal skills
  • • Ability to work on own initiative
  • • Integrity
  • • Compliance
  • • Methodical
  • • Customer and quality focus
  • • Teamwork and co-operation
  • • Good planning and organizing skills
  • • Good analytical Thinking skills

• Functional:

  • • Proficient in the use of Microsoft Office Applications
  • • Knowledge of Office Procedures
  • • Knowledge of clerical filing
  • • Knowledge of the operations of Government/Ministry’s policies and procedures
  • • Sound knowledge of web-based research techniques

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;
OR
• • 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

• • May be required to work beyond normal working hours.

Applications accompanied by résumés should be submitted no later than Wednesday, 16th April, 2025 to: Director, Human Resource Management and Development Ministry of Industry, Investment and Commerce 4 St. Lucia Avenue Kingston 5 📧 Email: hrm@miic.gov.jm 📜 N.B. Please include the job title in the subject line of your email. 🙏 Note: Only shortlisted candidates will be contacted. Special Conditions Associated with the Job:

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