Job: FCD JUDICIARY SECRETARY

An employee in this class performs advanced administrative and secretarial work with related clerical duties in the field of Court Administration. Duties include taking dictation and transcribing notes, typing letters, memoranda, judgments and notes of evidence, maintaining records and files, making appointments and notifying all parties involved in Court matters. Work is performed with some degree of independence, requiring the exercise of a considerable amount of initiative, judgement and tact when dealing with official matters relating to the Judicial Officer or assigned Supervisor. Work is reviewed for neatness, accuracy and output by the Judicial Officer or assigned Supervisor.

The Divisional/FCD Judiciary Secretary may be assigned to any Judge or Judicial Officer or Supervisor at any of the Divisional Court locations, as required.

• Transcribes based on instructions from the Judge/Master/Magistrate or takes minutes at meetings, and produces documents in a finished form, as required.
• Reviews, records and sorts incoming mail, documents correspondence reports and submits to Judge/Master/Magistrate.
• Assists from time to time with transcribing notes of evidence from Dictaphone/Audio Digital recording, as applicable.
• Types letters and memoranda.
• Sends link for virtual hearings.
• Maintains a database, and files of correspondence, reports, circulars, Gazettes, confidential matters, and other records.
• Creates, maintains and stores files using a systematic and retrievable method.
• Drafts replies to routine correspondence as directed.
• Answers telephone, screens calls and gives information to callers as necessary.
• Schedules appointments for Judge/ Master/Magistrate.
• Assists with scheduling for the Judge/Master/Magistrate in the management of his/her docket.
• Maintains the personal library of the Judge/Master/Magistrate by keeping records on the movement of books, journals and other documents and reminds Judge/Master/Magistrate of borrowed material.
• Reviews the progress of cases with Judiciary/Judicial Support Officer, updates list and submits to Judge/Master/Magistrate.
• Functions as a case progression officer in less complex cases.
• Notifies all parties involved in court matter of postponement/rescheduling of cases at the request of the Judge/Master/Magistrate.
• Manages the team email and provides timely information to attorneys and parties.
• Requests files on a weekly basis from the relevant unit, identifies matters carded for hearing and submits to Judge/Master/Magistrate.
• Schedules and arranges official meetings on behalf of Judge/Master/Magistrate.
• Performs related work as may be required.

• Considerable knowledge of modern office practices and procedures.
• Knowledge of legal terminologies, abbreviations, and types of documents.
• Knowledge of the Rules of Court.
• Knowledge of the rules and procedures of trial courts.
• Knowledge of court protocol.
• Knowledge of application and use of the relevant software applications.
• Familiarity with court administration principles.

• Skilled in use of the computer.
• Ability to identify various legal documents.
• Ability to communicate clearly and concisely both orally and in writing.
• Ability to transcribe accurately and to type quickly from the transcription or rough draft.
• Ability to establish and maintain effective working relationships with other employees, legal practitioners and the general public.

• Training as evidenced by the possession of five (5) GCE/ CXC Ordinary level passes including English Language.
• Proficiency in grammar.
• Considerable experience in administrative, secretarial and clerical work.
• Proficient in Microsoft Office Suite.
• Requires typing speed.
• Any other equivalent combination of training and experience.