Job Information
Job Information
Description
New!
Senior Secretary (OPS/SS 3)
Company Information
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Computer/IT
Posted
18-03-2025
Job Status
Start Publishing
18-03-2025
Stop Publishing
26-03-2025
Applications are invited for the following posts in the Ministry of Justice (MOJ): Senior Secretary (OPS/SS 3) (Vacant) - Executive Office
Salary range 1,711,060 – $2,301,186 per annum.
Job Purpose
Under the direction of the Permanent Secretary, the Senior Secretary provides efficient and effective secretarial support services to the Permanent Secretary and stakeholders.
Key Responsibilities
- Types reports, correspondence, memos, forms, agendas for supervisor’s review and signature;
- Monitors incoming calls/clients, routes and directs accordingly;
- Assists in scheduling appointments, conferences and brief the Permanent Secretary on the matter before confirming the meetings;
- Records incoming and outgoing mail that comes directly to the Office of the Permanent Secretary;
- Re-route correspondence to relevant officers/Departments;
- Proofreads documents for accuracy, completeness and conformity to established formats
- Types cheques, where necessary;
- Prepares attendance and punctuality report monthly;
- Establishes and maintains an appropriate filing system for the recording and easy retrieval of information;
- Makes photocopies, sorts and sends documents to relevant agencies;
- Provides general information to internal and external customers/clients;
- Responds to customers’ queries on matters relating to the areas of responsibility, in keeping with the citizens charters guidelines;
- Assists in co-ordinating activities for a variety of meetings, attends meetings, take notes and prepares Minutes;
- Follows up on the directives given and requests made by the Permanent Secretary;
- Completes inventory system of goods and supplies for the Office of the Permanent Secretary;
- Assists in procurement activities on behalf of the Office of the Permanent Secretary for stationery and office supplies, and ensures the adequacy of the Office’s stationery and supplies;
- Assists with the preparation of the annual budget for the Office;
- Researches and provides information to facilitate the preparation of critical reports;
- Reproduces confidential and other urgent correspondence and deals with urgent mails, and emails, as directed;
- Performs any other related duties that may be assigned from time to time by the Permanent Secretary.
Required Knowledge, Skills and Competencies
Core:
- Adaptability
- Compliance
- Ability to use own initiative
- Integrity
- Good interpersonal skills
- Good oral and written communication skills
- Goal/Results oriented
- Good planning and organizing skills
- Teamwork and co-operation
Technical:
- Research and evaluation
- Technical skills
- Use and application of technology
- Excellent records management skills
- Ability to record Minutes and transcribe meeting notes
- Ability to compose and edit written material
- Ability to maintain calendars and schedule appointments
- Tact and decorum when dealing with people
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.
Applications accompanied by Résumés, along with the name, telephone number and email address of two (2) references (one must be a former/current supervisor), should be submitted no
later than Thursday, 27th March, 2025 to:
Senior Director
Human Resource Management and Development
Ministry of Justice
61 Constant Spring Road,
Kingston 10
Website: https://moj.gov.jm/careers/apply
Please note that only shortlisted applicants will be contacted.
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