WebsiteMinistry of National Security
Creating a Safer Jamaica
The Institute of Forensic Science and Legal Medicine invites applications from suitably qualified individuals to fill the following vacant post:
Senior Secretary (OPS/SS 3)
Job Purpose
Under the general direction and guidance of the Director, Finance and Accounts, the incumbent is responsible for organizing and administering all administrative and secretarial duties required by the Director, Finance and Accounts, in accordance with established standards and procedures.
Key Responsibilities
Technical/Professional
Records dictation from the Director and reproduce, by word processing, all dictated notes;
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 Ministries, Department and Agencies (MDAs);
Prepares reports by collecting and analyzing information;
Participates in the preparation of the Division, Corporate and Operational Plans and Annual Budget by using Microsoft Excel or any other related software;
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;
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 to compile monthly reports, annual report and annual performance reports
– Distributing copies of these reports to the Director;
Coordinates 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;
Receives and records all correspondence for the Department;
Maintains a filing system for third copy cheques;
Performs clerical duties for the Director such as sending faxes, makes photocopies of documents and mailing and maintaining records and filing system;
Maintains staff confidence and protects operations by keeping information confidential;
Ensures that the Director receives reports from Direct Reports in relation to the Department’s operations by due dates and in the correct format;
Assists with banking activities;
Ensures that Pathologists and Funeral Homes claims are checked in a timely manner;
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
Good project coordination skills
Good time management and organizing skills
Core
Advanced word processing skills
Good oral and written communication skills
Ability to manage interpersonal communication and relationship
Compliance
Change management
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
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 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
May be required to relieve the Telephone Operator, from time to time.
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