Administrative Assistant (GMG AM 4)

Summary

Under the general supervision of the Director, Human Resource Management, the Administrative Assistant provides administrative, paralegal and secretarial services to the Deputy Solicitor-General (DSG), which enhance the DSG’s Office and the operations of the Division in general. The Administrative Assistant co-ordinates the activities of the Office, organizes meetings and manages/monitors the DSG’s Calendar, drafts reports and other documentation, and ensures proper Records Management System is maintained. 💰Salary: $2,803,771 - $3,770,761 JMD per annum.

Responsibilities

• Technical/Professional:

  • • Manages the calendar of schedules and appointments on behalf of the DSG;
  • • Prepares audio-visual presentations, as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed;
  • • Reviews, collates and edits reports for submission to the DSG and other stakeholders, as directed;
  • • Composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential;
  • • Produces and distributes action sheets, Notes/Minutes of meetings; follows up on actions to be taken;
  • • Co-ordinates all activities related to the preparation of the Division’s Budget, Corporate and Operational Plans and Individual Work Plans, to ensure submission within stipulated deadlines;
  • • Ensures visitors and incoming calls to the DSG’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other actions are taken, as deemed appropriate;
  • • Works closely with the DSG to keep him/her well informed of upcoming commitments and schedules and follows-up, as appropriate;
  • • Processes all correspondence addressed to the DSG; and routes correspondence and documents as appropriate, to allow for the efficient operation of the Division;
  • • Conducts on-line and off-line research on routine matters at the request of the DSG;
  • • Co-ordinates the receipt, distribution and dispatch of files and correspondence within the Division, to ensure that matters are settled in accordance with service standards;
  • • Demonstrates professionalism, credibility and integrity in the performance of functions, to enhance and maintain a positive and credible image of the office;
  • • Maintains knowledge of the Division’s operations, working knowledge of the policies, procedures, practices and protocols, to be able to respond appropriately to enquiries, requests or issues.

• Paralegal Duties:

  • • Assists in the preparation of legal documents, under the guidance of the DSG;
  • • Conducts research into legislation and other sources of law, as directed;
  • • Researches and gathers data inclusive of statutes, legal articles, and relevant documents;
  • • Prepares reports of analysis of research findings;
  • • Assists in organizing meetings to review and discuss legal documents;
  • • Assists in collating documents/bundles in preparation for legal hearings and consultations;
  • • Keeps and monitors law volumes to ensure that law library is up-to-date and volumes updated/annotated;
  • • Liaises, on an on-going basis, with key stakeholders i.e. attorneys and other parties, in facilitating review or development of legal documents.

Required Skills

• • Excellent interpersonal and teamwork skills
• • Excellent oral and written communication skills
• • Strong analytical and problem-solving skills
• • Strong customer relations skills
• • Excellent planning and organizing skills
• • Excellent judgment and initiative
• • Proficiency in the use of relevant computer applications

Qualifications

• • Bachelor’s Degree in Administrative Management, Business Administration or related Social Science discipline, paralegal qualification and a minimum of one (1) year related work experience.
OR
• • Diploma in Administrative Management, Business Administration or related Social Science discipline, paralegal qualification and a minimum three (3) years’ related work experience.

Additional Information and Instructions

Applications accompanied by Résumés should be submitted no later than Monday, 16th June, 2025 to: Director, Human Resource Management and Administration Attorney General’s Chambers 13 Hillcrest Avenue Kingston 6 ✉️ Email: hrm@agc.gov.jm 📋 N.B. Please include the job title in the subject line of your email. ⚠️ Please note: Only shortlisted applicants will be contacted.

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