Applications are invited from suitably qualified local candidates for the following vacant positions tenable at the Ministry of Justice and Law (LAW OFFICE).
DIVISION :DRAFTING
POSITION: ASSISTANT PERSONAL SECRETARY
GRADE
NO. OF POSTS : ONE (1)
RESPONSIBLE : TO PERSONAL SECRETARY
MAIN DUTIES
Typing Production
- Review drafts to ensure correctness of reference numbers.
- Types classified and urgent documents, as assigned to accord urgency and confidentiality.
- Types ordinary reports, letters, savingrams, memos and minutes, to put written communication into a legible presentation.
- Photocopies/duplicates classified documents assigned for wide distribution.
- Binds reports and distributes as necessary for information. 6. Files copies of typed correspondence for record.
OFFICE ADMINISTRATION
2.1. Checks all office equipment in the typing pool and recommends service and replacement as and when necessary to ensure continuity on the typing pool services.
2.2. Prepares and submits on regular basis stationery requisitions to the Stores to ensure availability of the necessary supplies.
2.3. May receive visitors, interview them and assist them as necessary to minimize interruptions in the supervisor’s work.
Preparation of Meetings
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.
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 of their output.
4.3. Performs any other related duties as may be assigned due to the demand of the service.
Entry Requirements Direct Entry
Diploma in Secretarial Studies from a recognized institution. Typing Speed of 45wpm
OR
By promotion of a serving Typist with the following typing speed of 45wpm
2 years’ experience in secretarial duties and office procedures and certificate in Word- processing.
Applications on relevant forms, G.P. 103 for job seekers and G.P. 104 for serving officers, accompanied by certified copies of Educational Certificates or transcripts should be hand delivered to Qhobosheaneng Office Complex Phase 1 Room 065 B.
Please note that all applications should be accompanied by a certified copy of National IDENTITY DOCUMENT (ID)
Not later than 23rd July 2021.