Senior Secretary (OPS/SS 3)

Job Purpose

Under the general direction of the Senior Assistant Attorney General (JLG/LO 5), the Senior Secretary (OPS/SS 3), provides secretarial support services to the Legal Services Unit which has full responsibility for all legal services and representation to the Permanent Secretary and all divisions, departments, agencies, projects and statutory bodies falling under the Ministry's portfolio. 

Key Responsibilities

Management/Administrative: 

• Receives telephone calls – screens and redirects calls to the relevant Officer or appropriate Divisions/Units; 
• Initiates and monitors responses to queries and other requests from the public;
• Follows-up on information requested by the Senior Assistant Attorney General and other officers in the Unit; 
• Maintains registers for long distance telephone calls/fax machine and screens telephone bills; 
• Receives and screens visitors and ensures that they are directed to the relevant officers or office; 
• Liaises with Divisional Directors/Heads of Department and Agencies to follow up on responses to directives/queries and submission of relevant information; 
• Drafts simple, routine correspondence for the approval of the Senior Legal Officer/Legal Officer; 
• Prepares and circulates notices and other requisite documentation required for meetings as advised by Senior Assistant Attorney General; 
• Downloads/sends emails; 
• Opens, checks, processes and keeps log of incoming mail, and logs all outgoing correspondence; 
• Photocopies and collates legal documents; 
• Maintains Supervisor's diaries, schedules appointments, arranges and attends meetings, as required; 
• Prepares and maintains itineraries for the Senior Assistant Attorney General and other senior officers in the Unit; 
• Maintains and updates confidential file system; 
• Manages and maintains an inventory of stationery for availability to members of the unit;
• Prepares requisitions for the procurement of supplies and services for the Unit;
• Follows-up with Procurement Officer on the progress of requisitions; 
• Assists with the gathering of information for the monthly Status Reports and the monthly Legislation Programme Report; 
• Manages and controls all secretarial and administrative matters that pertain to the general office operations;
• Pre-checks travel claims for travel and subsistence payments for verification/authorization. 

Technical/Professional: 

• Liaises with external organizations such as the Attorney General's Chambers, Cabinet Office, Chief Parliamentary Counsel, Veterinary Services, Banana Board, National Environment & Planning Agency (NEPA) etc., as directed; 
• Types legal documents such as: 
  • Cabinet Submissions, Memoranda of Understanding, Affidavits, Leases, Agreements, Contracts, Drafting Instructions for Acts and Regulations, Reports on Court proceedings, Monthly Status Reports, Legislation Reports, letters, memoranda etc. 
• Performs any other related duties assigned, from time to time, by the Senior Assistant Attorney General. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good interpersonal skills 
• Initiative 
• Integrity 
• Compliance 
• Methodical 
• Good customer and quality focus 
• Teamwork and co-operation 
• Good planning and organising skills 
• Analytical thinking 

Technical: 

• Proficient in the use of Microsoft Office Applications 
• Knowledge of Office Procedures 
• Knowledge of clerical filing 
• Proficient typewriting at a speed of 50-55 words per minute 
• Proficient in shorthand skills at a speed of 100-120 words per minute 
• Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures. 
• Sound knowledge of web-based research techniques 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language 
• Successful completion of the Certificate in Administrative Management (CAM) Level 2 course at MIND 
• Proficiency in typewriting at 50 -55 wpm 
• Shorthand at 100 – 120 wpm 
• 4-5 years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary (CPS) course
• Successful completion of CAM 2 course at MIND 
• CXC or GCE English language at the ‘O’ Level 
• 4-5 years general office experience 
• Proficiency in typewriting at 50 -55 wpm 
• Shorthand at 100 – 120 wpm 
• Training in the relevant software applications e.g Word-processing, Database and Spread Sheet 

OR 

• CXC or GCE ‘O’ Level English Language 
• Graduate from an accredited Secretarial School with Secretarial Studies
• Proficiency in typewriting at 50 – 55 words plus Shorthand at 100 -120 w.p.m.
• Successful completion of CAM 2 course at MIND 
• Training in the use of a variety of software applications e.g. Word-Processing, Database and Spread Sheet. 
• 4-5 years’ general office experience. 

Special Conditions Associated with the Job

• Work will be conducted in an office equipped 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. 
• Maybe required to work beyond normal working hours at times. 
• May be required to travel locally to attend conferences, seminars and meetings.

Please note that only shortlisted applicants will be contacted.