Job Information
Forensic Secretary (OPS/SS 3)
Company Information
Job Information
Description
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
Administrative
Posted
03-12-2022
Job Status
Start Publishing
03-12-2022
Stop Publishing
17-12-2022
Applications are invited for the following post in the Institute of Forensic Science and Legal Medicine: Forensic Secretary (OPS/SS 3), salary range $1,370,094 – $1,842,625 per annum and any allowance(s) attached to the post.
Job Purpose
Under general supervision, the incumbent is responsible for performing all administrative and secretarial duties required by the Director, Biology, in accordance with established standards and procedures.
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
- Advanced knowledge of shorthand
- Good planning and organizing skills
- Project co-ordination skills
- Time management and organizational skills
Core:
- Advanced word processing skills
- Excellent interpersonal skills
- Good oral and written communicate skills
- Good planning and organizing skills
- Manage interpersonal communication and relationship
- Advanced time management skills
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;
- 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
Applications accompanied by résumés should be submitted no later than Thursday, 15th December, 2022 to:
Director
Human Resource and Welfare Management (Acting)
Institute of Forensic Science and Legal Medicine
2½ Hope Boulevard
Kingston 6
Email: vacancies@ifslmja.gov.jm
Please note that only shortlisted applicants will be contacted.
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