Executive Secretary (OPS/SS 4)

Key Responsibilities

• Prepares response to Attorneys who apply for, or are removed on request from the Council’s Panel of Attorneys; 
• Answers Executive Director’s phone, records messages and returns call when required; 
• Takes and prepares Minutes of Legal Aid Council’s Staff Meetings and Board Meetings (the latter when Administrator is not available); 
• Compiles data and prepares Monthly, Quarterly and Annual performance review documents and presentations; 
• Prepares Annual Report to the Minister and the Public Administration and Appropriations Committee (PAAC); 
• Prepares document and presentation for Attorneys’ Continuing Legal Professional Development seminars (CLPD); 
• Provides technical support at CLPD seminars; 
• Prepares reports to various departments/ministries as requested; 
• Provides administrative support at meetings/presentations with Executive Director as required; 
• Types correspondences from Executive Director to external and internal parties. 
• Ensures all information and data are treated with, in accordance to the principles and guidelines of the Data Protection Act. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent interpersonal skills 
• Excellent written and oral communication skills 
• Excellent time management skills 
• Proficient in using the relevant computer software 

Minimum Required Qualification and Experience

• 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; 

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 five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Please note that only shortlisted applicants will be contacted.