Administrative Assistant GMG/AM 4 (Band 6)

Salary Range: $2,478,125 - $3,332,803 per annum

JOB PURPOSE

Under the direct supervision of the Senior Assistant Attorney General, the Administrative Assistant provides administrative, secretarial and paralegal support by coordinating the activities of the office, managing the Senior Assistant Attorney General’s calendar, drafts reports and legal documents such as Briefs. The incumbent will serve as liaison between the Legal Service Unit (LSU) & undertakes research on routine legal matters; ensures a proper records database is maintained and access to online law research facility is available to allow for the efficient operation of the LSU and the timely delivery of service to the Ministry, its Division and Agencies.

KEY OUTPUTS

• Calendar/schedules created and maintained
• Itineraries/meetings coordinated and arranged
• Visitors/phone calls received and responded to
• Incoming issues researched, prioritised and processed
• Senior Assistant Attorney General briefed and updated
• Cabinet submissions forwarded/tracked
• Cabinet decisions received and actioned
• Corporate, operational and work plans Budget/cash flow prepared
• Requests for information researched/provided
• Records database maintained
• Records Management System maintained

• Legal research conducted
• Routine legal documents drafted

KEY RESPONSIBILITY AREAS

Administrative Support

• Contributes to the development of the LSU’s Strategic and Operational Plan and Budget;
• Develops individual Work Plans based on alignment to LSU’s Plan;
• Participates in meetings, seminars, workshops and conferences as required; prepares reports and projects documents as required;
• Demonstrates professionalism, credibility, and integrity in the performance of functions to enhance and maintain a positive and credible image of the office; 
• Maintains knowledge of the LSU’s operations, working knowledge of the policies, procedures, practices and protocols to be able to respond appropriately to enquiries, requests or issues.

Technical Support

• Manages the calendar of schedules and appointments on behalf of the Senior Assistant Attorney General;
• Prepares audio visual presentations, prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed;
• Reviews, collates and edits reports for submission to the Senior Assistant Attorney General and other stakeholders as directed;
• Composes and prepares correspondence, memoranda, agendas and other documents that are often times confidential;
• Produces and distributes action sheets, notes/minutes of meetings; follows up on actions to be taken;
• Coordinates all activities related to the preparation of the LSU’s budget, corporate and operational plans, individual work plans, performance appraisal reports, leave schedules and training needs analysis to ensure submission within stipulated deadlines;
• Coordinates the preparation and timely advancement of cabinet submission; track the processing of these submissions;
• Ensures cabinet decisions are received and actioned as directed/appropriate;
• Communicates directly on behalf of the Senior Assistant AG to LSU staff, AGC-HQ staff, external clients/customers stakeholders and others, on matters related to the Senior Assistant AG’s Office;
• Functions as a liaison for smooth communication between the Senior Assistant AG’s and the responsible Deputy Solicitor General, internal divisions of the Ministry in a manner that serves to maintain credibility, trust and support;
• Ensures visitors and incoming calls to the Senior Assistant AG’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate;
• Works closely with the Senior Assistant AG to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate;
• Processes all correspondence addressed to the Senior Assistant AG; and routes correspondence and documents as appropriate to allow for the efficient operation of the LSU;
• Conducts on-line and off-line research on routine matters at the request of the Senior Assistant AG;
• Coordinates the receipt, distribution and dispatch of files and correspondence within the LSU to ensure that matters are settled in accordance with service standards;
• Ensures confidential files and records management systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards;
• Maintains and updates databases, consults with Information Systems Personnel regarding programming problems and/or data integrity and makes recommendations for system enhancement;

Paralegal Duties

• Assists in the preparation of legal documents, under the guidance of the Senior Assistant AG;
• Conducts research into legislation and other sources of law as directed;
• Researches and gathers data inclusive of statutes, legal articles, and relevant documents;
• Prepares reports of analysis of research findings;
• Assists in organising meetings to review and discuss legal documents;
• Assists in collating documents/bundles in preparation for legal hearings and consultations;
• Keeps and monitors law volumes to ensure that law library is up-to-date and volumes updated/annotated;
• Liaises on an on-going basis with key stakeholders i.e. attorneys and other parties in facilitating review or development of legal documents;
• Maintains the AGC’s files and records in a confidential, secure and reliable manner in accordance with established records management principles to ensure expeditious retrieval of files.

REQUIRED COMPETENCIES

Functional/Technical Competencies

• Working knowledge of the format of cabinet submission and the approval process
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the unit
• Sound knowledge of general office procedures and practices
• Good research and information gathering skills
• Sound knowledge in technical/administrative functions
• Knowledge of GoJ Policies and Procedures  
• Proficiency in use of Microsoft Office Suite and other relevant computer applications and systems 

Core Competencies

• Oral and Written Communication Skills
• Problem Solving and Decision Making
• Teamwork and Cooperation
• Initiative
• Planning and Organising 
• Integrity
• Interpersonal Skills
• Managing External Relationships

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Administrative Management or Business Administration or related Social Science;
• Paralegal Qualification OR Training 
• Minimum three (3) years’ experience in a related field

Applications accompanied by résumés should be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than Monday, December 9, 2024 to:

Director, Human Resource Management and Development

Ministry of Culture, Gender, Entertainment and Sport

4-6 Trafalgar Road

Kingston 5

We thank all applicants for their expressions of interest, however only short-listed candidates will be contacted.