Job offer: Executive Secretary 2

OrganisationAttorney General €™s ChambersReferenceVAC-51898Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits$2,803,771 - $3,770,761 per annumDate Posted02/09/2024Expiry Date19/09/2024Under the general direction and leadership of the Director, Human Resource Management, the incumbent is responsible for assisting with the organisation and management of the administrative activities related to the Solicitor-General €™s Office.

 

Key Responsibilities

Technical/Professional: 

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Maintains the Solicitor-General's diary electronically by recording appointments, meetings visit and so forth on a day-to-day basis and confirms, cancels and reschedules appointment on the Solicitor-General’s behalf; 
• Organizes meetings for the Solicitor-General and staff as necessitated;
• Attends meetings as required, makes notes and produces minutes for dissemination and follow-up actions; 
• Maintains a filing system for the Solicitor-General’s office in accordance with the GOJ guidelines and practices; 
• Manually logs receipt and dispatch of correspondence; 
• Handles routine correspondence on behalf of the Solicitor-General by retrieving and sending correspondence from the intranet and internet; 
• Receives and disseminates information on behalf of the Solicitor-General’s office;
• Creates and maintains database with recommendations, management responses and the implementation status of recommendations; 
• Updates and maintains database with reports and documentation; 
• Assists with formatting and issuance of reports and documents produced by the Solicitor General’s office; 
• Follows-up with Agencies/Departments to ensure the submission of documents to aid the work of the Solicitor-General’s office; 
• Maintains monthly attendance reports for Solicitor-General’s office; 
• Addresses matters relating to the general maintenance of the Solicitor-General’s office;
• Liaises with internal and external stakeholders; 
• Drafts letters and memoranda for the Solicitor-General's signature; 
• Conducts research and prepares draft responses to correspondence for vetting by the Solicitor-General; 
• Keeps abreast of the progress of activities within the AGC, providing background information, as well as preparing briefs for the Solicitor-General for participation in meetings; 
• Makes travel and accommodation arrangements for the Solicitor-General when necessary; 
• Prepares and disseminates internal advisories from the Solicitor-General’s office to internal stakeholders; 
• Follows-up with entities/Divisions regarding submission of management responses to communique; 
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office; 
• Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.

Management/Administrative: 

• Contributes to the development of the Strategic and Operational Plans and Budget;
• Develops Individual Work Plans based on alignment to the Division’s Plan;
• Maintains customer service principles, standards and measurements; 
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and project documents as required; 

Human Resource: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
• Assists with the preparation of, and conducts presentations on role of the Solicitor General’s office for the Orientation and Onboarding programme; 
• Performs all other related duties and functions as may be required from time to time. 

 

Required Knowledge, Skills and Competencies 

Core: 

• Excellent oral communication and written communication; 
• Customer and quality focus; 
• Teamwork and cooperation; 
• Interpersonal Skills; 
• Change Management; 
• Integrity; 
• Compliance. 

Technical: 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities; 
• Knowledge of office management and administrative procedures and practices, including records management; 
• Ability to compose correspondence and reports. 

 

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 seven (7) 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 seven (7) years’ general office experience; 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency 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 seven (7) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

 

Special Conditions Associated with the Job

• 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 travel to meetings and other sessions intra island.

 

 

Please note that only shortlisted applicants will be contacted.