Forensic Secretary (OPS/SS 3)

Key Responsibilities

Technical/Professional:

• Prepares certificates using File Maker;
• Transfers data from the exhibit form into the Statistic Log Book accurately;
• Embossed completed cases using the embossed machine accurately;
• Backs up data system and prepares Monthly Report for crime observatory;
• Records dictation from the Director and reproduces by word processing all dictated notes;
• Types, by word processing, all manuscripts prepared by the Director;
• Drafts and verifies confidential correspondences, reports and other administrative documents prepared for the signature of the Director to ensure that they are accurate, complete and where necessary, initiates corrective action;
• Plans and arranges for travel and accommodation;
• Liaises with Government/Public Sector and Private Sector associates locally and overseas in the exchange of data;
• Conducts research and sources information;
• Distributes and maintains adequate stationary and general supplies for the Department;
• Screens telephone calls for the Director and other officers in their absence, records telephone messages and ensure that they are promptly delivered;
• Maintains a daily Diary of appointments for the Director, Biology and ensures that it is kept up to date;
• Establishes and maintains a system of control for policy, classified and confidential documents held by the Director. Control and monitor all documents and files entering and leaving his/her office;
• Maintains up-to-date Monthly Report files by:
  • Collating, filing and bringing these reports to the attention of the Director
  • Assisting the Director to compile Progress Reports, Annual Report and Annual Performance Reports
  • Distributes copies of these reports to the Director;
• Co-ordinates the routine functions of the office of the Director, to facilitate the availability of information in a timely manner;
• Arranges staff meetings, as required by the Director, by:
  • Receiving notices of topics to be discussed
  • Preparing Agenda for meetings
  • Recording notes and preparing Minutes of such meetings.

• Circulates, or ensures the circulation of memoranda, circulars, magazines and other documents within the Department;
• Performs any other duties that may be assigned by the Director from time to time.

Required Knowledge, Skills and Competencies

Technical:

• Advanced knowledge of computerized management and the relevant computer applications
• Planning and organizing skills
• Excellent knowledge of Records Management and Office Procedures
• Time management and organizational skills

Core:

• Advanced word processing skills
• Excellent interpersonal skills
• Communicate effectively
• Plan and organize
• Manage interpersonal communication & relationship skills
• Advanced time management and organizational skills

Minimum Required Qualification and Experience

• Four (4) or more CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed 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 to five (4-5) years general office experience. 
• 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 spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Secretarial Seminar at Management Institute for National Development (MIND) plus four to five (4-5) 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; training in the use of a variety of computer software applications and four to five (4-5) years general office experience plus the appropriate Secretarial Seminar at Management Institute for National Development (MIND).

Special Condition Associated with the Job

• Prolonged use of computer

Please note that only shortlisted applicants will be contacted.