Job Purpose
The incumbent has responsibility to provide efficient and effective secretarial support to the Regional Director. This involves handling information requests and performing clerical/secretarial functions such as preparing correspondences, receiving visitors, arranging calls, interacting with both internal and external clients.
Key Outputs:
- Information provided for all customers and callers;
- Documents produced;
- Filing system operational;
- Diary maintained and meetings arranged;
- Physical resources of the Regional Office managed and maintained.
Key Responsibility Areas:
To ensure that all requests for information/reports/documents are produced and disseminated to various clients within the time and with the quality specified;
- Takes shorthand dictation and reproduces confidential and other correspondence;
- Types all necessary correspondence for dispatch;
- Composes letters and memos based on general instructions;
- Records all mail received;
- Arranges for the printing, photocopying, binding, dispatching etc of documents produced;
- Helps to design and maintain an effective filing system;
- Prepares attendance/punctuality reports;
- Prepares minutes of meetings;
- Deals with urgent correspondences, faxes and emails in the absence of the Regional Director.
To ensure that clients of the Office are politely and courteously dealt with via telephone, email or by any other means of communication.
- Maintains basic knowledge of the operations of the Division;
- Advises callers with whom to communicate regarding specific issues;
- Advises callers of the relevant officer’s availability and takes messages in his/her absence or unavailability;
- Replies to routine queries arriving and directing other queries to the appropriate official;
- Apprises stakeholders of personnel changes within the Office.
To assist in the management of the physical resources of the Division.
- Assists in the management of the Regional Office’s physical resources, such as printers, computers, phones etc and arranges for the prompt repair or replacement of faulty equipment;
- Assists in the ordering, securing and distribution of stationery and other supplies.
To provide administrative support to the Regional Director.
- Arranges meetings, workshops, conferences etc, including identifying the location and preparing the agenda and relevant documents;
- Takes action minutes at meetings where directed to do so and circulating them as required;
- Reviews, prioritizes and communicates incoming and outgoing electronic communications on behalf of the Regional Director
- Assist with the review and preparation of weekly and monthly reports
Performance Standards:
- Timeliness of production of documents;
- Adequacy and timeliness of arrangements made;
- Percentage (%) availability of physical resources;
- Level of customer satisfaction with service provided (internal and external);
- Adequate stationary and other material are always available;
- Percentage of all correspondence and files can be quickly and easily retrieved;
- Accuracy and timeliness of file maintenance and update
Required Competencies:
Core Competencies
- Oral Communication
- Written Communication
- Integrity
- Team Work & Cooperation
- Initiative
- Compliance
- Time management
- Interpersonal
- Adaptability
- Customer and Quality Focus
Technical/Functional Competencies
- Use of Technology
- Planning and Organising skills
- Technical Skills
- Goal/result oriented
Other Competencies
- Job Attitude – Possess a positive job attitude
- Quality of Output – Deliver output of a consistently high quality
Required Education and Experience
Qualifications and Experience
- CXC/GCE O’level English Language; successful completion of the Certificate in Administrative Management (CAM) level 1 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 4-5 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 spreadsheets; English Language at CXC/GCE O’level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus 4-5 years general office experience.
Continuous Professional Development
- Attend relevant training on emerging trends and practices within the field.
Authority:
- To provide information to customers and callers;
- To recommend repairs/replacement of machinery and equipment.
Specific Conditions associated with the job
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.
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