JUDICIARY
EXTERNAL CIRCULAR
REF: J/CIR/I
APPLICATIONS ARE INVITED FROM SUITABLY QUALIFIED LOCAL CANDIDATES FOR THE FOLLOWING VACANT POSITIONS
JOB TITLE: EXECUTIVE SECRETARY
Number of Positions: One (1)
Responsible To: Judge
Job Summary
The Executive Secretary is responsible for: production and distribution of documents, mail processing and records management; office management; organisation of official meetings, conferences and official entertainment; arrangement of official trips and visits; office security; supervision of staff to provide effective administrative 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 into 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 incoming mail and forwards it to the Judge of the High Court to enable necessary action.
2.2 Registers outgoing 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 organisations.
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 Judge’s chambers.
2.6 Annotates mail as necessary to indicate urgency and/or importance.
2.7 Operates a reminder system for the Judge to enable timely and relevant action.
3.0 Office Administration
3.1 Checks the status of office equipment and furniture and recommends service or replacement as necessary.
3.2 Receives and relays messages to facilitate appropriate action.
3.3 Receives visitors, attends to their requests and refers their queries to other officers as necessary.
3.4 Maintains the Judge’s diary.
3.5 Arranges documents in the Judge’s chambers.
3.6 Prepares and submits requisitions to procurement.
3.7 Keeps chamber books and publications for record and reference.
3.8 Sends out reminder notices regarding overdue books/publications.
4.0 Organisation of Official Meetings and Control of Entertainment
4.1 Arranges facilities for meetings, conferences, workshops, seminars and entertainment.
4.2 Issues letters of invitation and confirms attendance.
4.3 Communicates the Judge’s acceptance or decline of invitations.
4.4 Maintains an official guest list.
5.0 Arrangement of Official Trips and Visits
5.1 Composes itinerary of business journeys.
5.2 Arranges entry visas, accommodation and transport.
5.3 Checks validity of travel documents and certificates of inoculation.
5.4 Arranges appointments and leisure activities for official guests.
6.0 Office Security
6.1 Closes windows, locks chambers and activates alarm systems.
6.2 Locks in classified correspondence and documents.
6.3 Switches off heating and cooling systems.
6.4 Observes security procedures.
6.5 Logs into the BIOS system to restrict access.
7.0 Supervision of Staff
7.1 Conducts induction for subordinate staff.
7.2 Identifies training needs and makes recommendations.
7.3 Assigns work and checks progress.
7.4 Appraises subordinate staff.
Job Specification
Diploma in Secretarial Studies or Diploma in Office Administration and Management from a recognised institution plus five (5) years’ experience as a Personal Secretary and a typing speed of 60 wpm.
Other Competencies
Must be proficient in both Sesotho and English.
NB: Audio transcription will be an added advantage.
How to Apply
Applications on relevant forms of GP. 104 for serving officers and GP. 103 for job seekers, accompanied by certified copies of educational certificates, transcripts and CVs, should be hand delivered to:
Human Resources Office
High Court
Not later than 06th February 2026.