DEPARTMENT : ADMINISTRATION
JOB TITLE : EXECUTIVE SECRETARY
GRADE : F
RESPONSIBLE TO : PRINCIPAL SECRETARY
JOB SUMMARY
The Executive Secretary is responsible for production and distribution of documents, mail processing and records management; office management; organization of official meetings, conferences and official entertainment; arrangement of official trips and visits; office security; and supervision of staff to provide an effective administration support.
MAIN DUTIES
1.0. PRODUCTION AND DISTRIBUTION OF DOCUMENTS
1.1. Types correspondence and documents to put written communication into a legible presentation.
1.2. Seals classified documents to accord office secrecy.
1.3. Takes and transcribes dictation to a legible presentation to cut down on senior official’s drafting time.
1.4. Photocopies documents to enable wide distribution.
1.5. Binds reports and other documents and distributes them as necessary for information.
2.0. MAIL PROCESSING AND RECORDS MANAGEMENT
2.1. Receives and records in-coming mail and forwards it to the senior officer to enable necessary action.
2.2. Registers out-going mail and instructs messenger on delivery/postage for record and appropriate dispatch.
2.3. Receives and transmits electronic messages as necessary to facilitate communication with outside persons and organizations.
2.4. Maintains a record system and files correspondence for access to information and reference.
2.5. Annotates mail to facilitate monitoring of action taken by appropriate officers and to control the flow of documents into the senior officer’s office.
2.6. Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
2.7. Prepares a routing slip as necessary to facilitate immediate action.
2.8. Operates a reminder system for the senior officer to enable timely and relevant action.
3.0. OFFICE ADMINISTRATION
3.1. Prepares and submits budgetary needs to the senior officer to enable inclusion in ministerial/departmental budget.
3.2. Checks status of office equipment and furniture and recommends service/replacement as necessary to ensure continuity of services.
3.3. Receives and relays messages to facilitate the taking of appropriate action.
3.4. Receives visitors, attends to their requests and refers their queries to other officers as necessary to regulate and speed up the process of service delivery.
3.5. Maintains the senior officer diary to enable effective time management.
3.6. Arranges documents in the senior office’s desk to keep the office properly organized.
3.7. Prepares and submits on regular basis requisitions of things needed to procurement to ensure availability of supplies.
3.8. Keeps office books and publications for record and reference.
3.9. Sends out reminder notices regarding overdue books/publications for accountability and to enable wider circulation.
4.0. ORGANISATION OF OFFICIAL MEETINGS, CONFERENCES AND CONTROL ENTERTAINMENT.
4.1. Arranges facilities for hosting of meetings, conferences, workshops, seminars and entertainment as assigned senior officer to enable attendance and availability of essential requirements.
4.2. Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
4.3. Organises refreshments for official meetings to promote good public relations.
4.4. Communicates senior officer’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.5. Maintains an official guest list in order to adhere to protocol practices and to avoid errors of omission.
5.0. ARRANGEMENT OF OFFICIAL TRIPS AND VISITS.
5.1. Informs the Transport Officer of the senior officer’s planned trips to ensure availability of transport.
5.2. Composes itinerary of business journeys for the senior officer as assigned to enable successful travel.
5.3. Arranges entry visas, accommodation and transport for the senior officer to enable successful stay and movement in the host country.
5.4. Checks and confirms the validity of travel documents and certificates of inoculation of the senior officer in order to ensure adherence to immigration and health requirements of the host country.
5.5. Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
6.0. OFFICE SECURITY
6.1. Closes windows and locks the entire office suite and activates the alarm system to prevent loss and theft.
6.2. Locks in all classified correspondence and documents to prevent unauthorized access.
6.3. Switches off heating/cooling system on vacation of office to prevent accidental fire occurrences.
6.4. Posts security procedures in the senior officer’s and own office in order to facilitate adherence to security.
6.5. Logs in the bios system of the computer to restrict access.
7.0. SUPERVISION OF STAFF
7.1. Occasionally conducts induction for subordinate staff in the cadre to enable their adaptation in their work.
7.2. Identifies training needs for subordinate staff and makes recommendations to the training officer to ensure continuous improvement.
7.3. May assign work to subordinate staff and checks progress to monitor flow and quality control.
7.4. May appraise subordinate staff to manage performance.
7.5. Performs any other related duties that may be assigned due to the demand of the service.
8.0. IMPROVEMENT OF SECRETARIAL SERVICES.
8.1. Sets quality control standards to ensure continuous improvement of service provision.
8.2. Identifies training needs for the secretarial staff and makes recommendation to the training officer to facilitate provision of relevant training/services commensurate with set standards.
8.3. Identifies suitable office equipment and furniture to ensure production of quality required.
9.0. INFORMATION DISSEMINATION
9.1. Prepares and submits for approval by appropriate authority, press releases to disseminate information.
9.2. Provides general information on ministerial/departmental responsibilities and activities to promote awareness.
9.3. Notifies senior officer of issues arising from the media that affect the ministry/department to enable an informed decision.
9.4. Performs any other related duties that may be assigned due to the demand of the service.
ENTRY REQUIREMENTS
Direct Entry
• Diploma in Secretarial Studies from recognized institution plus ten (10) years’ work experience in secretarial duties.
OR
• Advanced Typing Speed of 60 wpm plus ten (10) years’ working experience in secretarial duties and Office Procedures. Advanced word processing will be an added advantage.
OR
• Typing speed of 60 wpm and Shorthand speed of 100 wpm 10 years’ experience in secretarial duties and office
procedures. Advanced word processing will be an added advantage.
In-service entry
• By promotion of a serving Personal Secretary with:
– Diploma in Secretarial Studies from a recognized institution plus five (5) years’ work experience in secretarial duties. Advanced word processing will be an added advantage.
OR
– Typing Speed of 60 wpm and Shorthand Speed of 100 wpm plus five (5) years’ work experience in secretarial
duties and office procedures. Advanced word processing will be an added advantage.
OR
– Typing Speed of 60 wpm Audio transcription. Advanced word processing plus 5 years’ experience in secretarial duties and office procedures.
ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.
Applications on relevant forms of G.P 104 for serving officers and GP 103 for job seekers duly accompanied by completed appraisal forms coupled with certified copies of educational certificates and transcripts, should be sent to:
The Principal Secretary
Ministry of Police and Public Safety P.O. Box 866
Maseru 100
OR
They can be hand delivered to Human Resource Office, Ministry of Police and Public Safety, Avani Maseru – Office Block, Room 721 or 730 not later than 9TH JANUARY, 2022.