JOB OPPORTUNITY

Applications are invited from suitably qualified individuals for the post of:

Legal and Administrative Secretary
Legal Office
ATS Group -Grade 8 MPN105339

Main Duties and Responsibilities;

• Administer administrative and secretarial duties to the Campus Legal Office
• Prepare documents and correspondence from drafts or oral dictation as required
• Transcribe and proofread legal documents
• Liaise with Company Secretary, responding to queries, and follow up on action and decisions taken by UWI related companies.
• Liaise with the Registry-Secretariat regarding meeting schedules and follow up on action and decisions taken
• Organize and maintain an up-to-date filing system of all documents highly confidential and non-confidential, and other work-related material ensuring security and easy retrieval of all documents
• Monitor and ensure the timely flow of documents within the Campus Legal Office and other external departments/offices
• Maintain the diary for the Campus Legal Office
• Attend selected meetings, takes notes and reproduce same in an organized format
• Organize meetings and circulate Agenda and papers for board meetings
• Assist with the procurement of supplies for the Legal office
• Process incoming and outgoing correspondence in a speedy and efficient manner
• Provide information on a wide range of queries from staff, students, and visitors in relation to the work of the Campus Legal Office.
• Receive and screen visitors to the Office providing professional communication through telephone calls, electronic mail and in a face-to-face setting.
• Prepare company filings at the Companies Office of Jamaica and maintain company registers for UWI related companies
• Prepare required filings under the Charities Act and maintain appropriate register for UWI related companies.

Qualifications and Experience:

• Five CXC subjects including English Language and a numeric subject
• Professional Secretarial Certificate/Diploma
• At least six years relevant experience

Skills and Competencies:

• Proficient in Microsoft Office Suite
• Excellent organizational skills with an ability to think independently and proactively
• Excellent interpersonal skills
• Excellent written and oral communication skills
• Excellent report writing and minute-taking skills

For further particulars on The University of the West Indies, Mona, and the HRMD Mona, please visit https://www.mona.uwi.edu/hrd/.

Applicants are required to submit an application letter and a resume giving full particulars of qualifications, experience, the names and addresses of three (3) referees (one of whom should be from your present organization). These should be sent by electronic mail to hrmd.sed@uwimona.edu.jm addressed to the Campus Registrar for the attention of the Director, Human Resource Management Division, The University of the West Indies, Mona Campus, Kingston 7, Jamaica. All applications must include the reference number MPN105339 in the subject line. The final date for receipt of applications is July 18, 2025. Applicants are advised to ask their referees to send reports under confidential cover to the above address without waiting to be contacted.

The University thanks all applicants, however, only shortlisted candidates will be contacted

The University of the West Indies, Mona Campus …. Inspiring Excellence, Producing Leaders.