Executive Secretary x3

2427

APPLICATIONS ARE INVITED FROM SUITABLY QUALIFIED LOCAL CANDIDATES FOR THE FOLLOWING VACANT POSITIONS TENABLE AT NORTH REGION HIGH COURT IN LERIBE:

JOB TITLE : EXECUTIVE SECRETARY

GRADE

NO. OF POSITIONS : 3

RESPONSIBLE TO JUDGE

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; 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 Judge of the High Court 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 Judge’s Chambers.

2.6. Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
2.7. Operates a reminder system for the Judge to enable timely and relevant action.

3.0. OFFICE ADMINISTRATION

3.1. Checks status of office equipment and furniture and recommends service/replacement as necessary to ensure continuity of services.

3.2. Receives and relays messages to facilitate the taking of appropriate action.
3.3. 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.
3.4. Maintains the Judges’ diary to enable effective time management.

3.5. Arranges documents in the Judges’ chambers to keep the chamber properly organized.
3.6. Prepares and submits on regular basis requisitions of things needed to procurement to ensure availability of supplies.

3.7. Keeps chambers books and publications for record and reference.
3.8. Sends out reminder notices regarding overdue books/publications for accountability and to enable wider circulation.

4.0. ORGANISATION OF OFFICIAL MEETINGS AND CONTROL ENTERTAINMENT.

4.1. Arranges facilities for hosting of meetings, conferences, workshops, seminars and entertainment as assigned by the Judge 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. Communicates the Judges’ acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.4. 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. Composes itinerary of business journeys for the Judge as assigned to enable successful travel.

5.2. Arranges entry visas, accommodation and transport for the Judge to enable successful stay and movement in the host country.
5.3. Checks and confirms the validity of travel documents and certificates of inoculation of the Judge in order to ensure adherence to immigration and health requirements of the host country.
5.4. 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 Chamber 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 Chamber to prevent accidental fire occurrences.
6.4. Posts security procedures in the Judge’s Chamber and own office in order to facilitate adherence to security.
6.5. Logs in the bins 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.

8.0. JOB SPECIFICATION

o Diploma in Secretarial Studies/Diploma in Office Administration and Management from a recognized institution plus 5 years’ experience performing secretarial duties plus a typing speed of 60 wpm.

OR

o Certificate in Secretarial Studies plus eight (8) years’ experience performing secretarial duties plus a typing speed of 60 wpm.

OTHER COMPETENCIES
o Must be proficient in both Sesotho and English languages.

NB: Audio transcription will be an added advantage.

Applications on relevant forms of GP. 104 for serving officers and GP. 103 for job seekers accompanied by certified copies of educational Certificates, transcripts, C.V’s etc should be hand delivered to Human Resources Division High Court:

Not later than 27th August, 2021

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