Forensic Secretary (OPS/SS 3)

Key Responsibilities

• Prepares certificates using File Maker; 
• Transfers data accurately from the exhibit form into the Statistic Log Book;
• Embosses completed cases accurately using the embossed machine;
• 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 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 and 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 supplies for the Department;
• Screens telephone calls for the Director and other officers in their absence;
• Records telephone messages and ensures that they are promptly delivered;
• Maintains a daily diary of appointments for the Director and ensures that it is kept up to date; 
• Maintains an efficient filing system; 
• Establishes and maintains a system of control for policy, classified and confidential documents held by the Director. Controls and monitors 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 in compiling Progress Reports, Annual Report and Annual Performance Reports 
  • Distributing 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: 
  • Preparing notices of such meetings for distribution to staff concerned 
  • 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 other related duties as may be assigned by the Director from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Advanced word processing skills; 
• Excellent interpersonal skills; 
• Effective oral and written communication skills; 
• Manage interpersonal and relationship; 
• Good planning and organizing skills; 
• Advanced time management and organizational skills 

Technical: 

• Advanced knowledge of computerized management and the relevant computer applications; 
• Excellent knowledge of records management and office procedure. 

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 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. 

Special Condition Associated with the Job

• Prolonged use of computer.

Please note that only shortlisted applicants will be contacted.