Assistant Personal Secretary at Ministry of Education

1830

Applications are invited from suitably qualified local candidates for the following positions tenable in the Ministry of Education and Training:

ASSISTANT PERSONAL SECRETARY ONE (1) GRADE: D (M 76 116-88 284 P/A) SECONDARY MANAGEMENT INSPECTORATE

 

Job Summary

Under the general supervision of the Inspector, the incumbent is responsible
for typing production, office administration and preparations for meetings.

 

Main Duties

  1. Typing Production

1.1 Reviews drafts to ensure correctness of reference numbers’

1.2 Types classified and urgent documents, as assigned to accord urgency and confidentiality.

1.3 Types ordinary reports, letters, savingrams, memos, minutes and written communication into legible presentation.

1.4 Photocopies/duplicates classified documents assigned for wide distribution.

1.5 Binds reports and distributes as necessary for information.

1.6 Files copies of typed correspondence for record

 

  1. Office Administration

2.1 Checks all office equipment in the typing pool and recommends service and replacement and when necessary to ensure continuity in the typing pool service;

2.2 Prepares and submits on a regular basis stationery requisitions to the stores section to ensure availability of the necessary supplies.

2.3  Receives  visitors  and  interviews  them  and  assists  them  as necessary to minimize interruptions in the supervisor’s work.

 

  1. Preparation of Minutes

3.1   Arranges   meetings   as   assigned   by   supervisor   to   facilitate attendance and availability of essential requirements.

3.2 May take minutes during administrative meetings and distributes them to members for their record.

 

  1. Supervision of Typists

4.1  Assigns  work  to  Typists  in  the  typing  pool  for  even  work distribution.

4.2  Guides  Typists  and  regularly  checks  their  work  to  maintain quality.

 

Job Specification

Direct Entry

-Diploma in Secretarial Studies from a recognized institution

OR

-Typing speed of 45 WPM

-4 years’ experience in Secretarial duties and office procedures

 

In-Service

-By promotion of a serving typing with the following qualifications.

-5 years’ experience in secretarial duties and office procedures and certificate in Word-processing

 

Applications on the relevant forms G.P. 104 for serving officers and G.P. 103 for job seekers duly accompanied by certified copies of educational certificates, performance appraisal forms (for serving officers), transcripts, diplomas etc. must be addressed to:

The Principal Secretary

Ministry of Education and Training

P.O. Box 47

Maseru – 100

 

Not later than 28 May, 2018

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