Executive Secretary (Kingston, Jamaica) - Court Management Services

The Court Management Services invites qualified persons to fill the post of Executive Secretary (OPS/SS 4), in the Executive Management Unit.

Job Purpose

To provide secretarial and administrative support to the Principal Executive Officer.

Key Responsibility Areas:

Technical/Professional Responsibilities

• Reproduces in the correct format a variety of documents as instructed by the Principal executive Officer
• Receives dictation
• routes correspondence to relevant officer/departments;
• Monitors incoming calls/clients, routes and directs accordingly
• Schedules appointments, conferences and briefs the Principal Executive Officer on the matter before confirming the meetings;
• Arranges meetings and conferences and ensures that recording of the proceedings are done
• Makes travel arrangements for the Principal Executive Officer
• Liaises with internal/external customers (local and overseas) in order to give/receive information as directed by the Principal Executive Officer
• Establishes and maintains a system for the control and safe keeping of classified, confidential documents and reports
• Maintains an up-to-date records management system of documents including correspondence, agreements, cabinet submissions, legal and official matters
• Drafts correspondence as directed by the Principal Executive Officer 
• Performs any other related duties as instructed by the Principal Executive Officer

Key Competencies: 

Core:

• Excellent interpersonal skills
• Excellent communication skills (both written and oral)
• Excellent time management skills
• Excellent planning and organisational skills

Technical

• Proficient in using the relevant computer software
• Comprehensive knowledge of office procedures and systems
• Comprehensive knowledge of computer software applications
• Excellent customer service skills

Minimum Required Qualification and Experience:

• Graduate from an accredited school of secretarial studies (CPS)

or

• Successful completion of Certificate in Administrative Management (Level 2) at the Management Institute for National Development (MIND)

AND 

• Five (5) CXC/GCE O' Levels, or equivalent, including English Language
• Typing speed of at least sixty (60) words per minute 
• Shorthand at one hundred and twenty (120) words per minute
• With four (4) to five (5) years work experience

Special conditions Associated with the Job

• Work beyond normal office hours

Applications accompanied by resumes should be submitted no later than Friday, January 18, 2019 to: 

Senior Director

Human Resource Management and Administration

Court Management Services

The Towers

25 Dominica Drive

Kingston 5.

Email:  hrma@cms.gov.jm

Please note that we thank all for responding, but only shortlisted applicants will be contacted.

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