JUDICIARY
EXTERNAL CIRCULAR NO. 3 OF 2025
JUDICIARY
P.O. BOX 90
MASERU 100
REF: J/CIR/3
Applications are invited from suitably qualified local candidates for the following vacant position tenable at the Southern Division of the High Court in Mohale’s Hoek:
JOB TITLE: Executive Secretary
GRADE: F
NO. OF POSITIONS: Five (5)
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 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 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 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
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
2.6 Annotates mail to indicate urgency and/or importance of certain portions requiring 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
3.2 Receives and relays messages to facilitate appropriate action
3.3 Receives visitors, attends to their requests, and refers queries to other officers as necessary
3.4 Maintains the Judge’s diary to enable effective time management
3.5 Arranges documents in the Judge’s chambers to keep the chamber organized
3.6 Prepares and submits requisitions to procurement to ensure availability of supplies
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 Entertainment
4.1 Arranges facilities for hosting meetings, conferences, workshops, seminars, and entertainment as assigned
4.2 Issues letters of invitation and confirms attendance
4.3 Communicates the Judge’s acceptance/decline of invitations
4.4 Maintains an official guest list to adhere to protocol practices
5.0 Arrangement of Official Trips and Visits
5.1 Composes itinerary of business journeys for the Judge
5.2 Arranges entry visas, accommodation, and transport
5.3 Checks and confirms 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 the chamber, and activates the alarm system
6.2 Locks in all classified correspondence and documents
6.3 Switches off heating/cooling systems when vacating the chamber
6.4 Posts security procedures in the Judge’s chamber and own office
6.5 Logs into the BIOS system of the computer to restrict access
7.0 Supervision of Staff
7.1 Occasionally conducts induction for subordinate staff
7.2 Identifies training needs and makes recommendations
7.3 May assign work and monitor progress
7.4 May appraise subordinate staff to manage performance
Job Specification
- Diploma in Secretarial Studies or Diploma in Office Administration and Management from a recognized institution
- Minimum of 5 years’ experience as a Personal Secretary
- Typing speed of 60 wpm
Other Competencies
- Must be proficient in both Sesotho and English languages
- NB: Audio transcription will be an added advantage
Application Instructions
Applications must be submitted on the relevant forms:
- GP. 104 for serving officers
- GP. 103 for job seekers
Applications must include certified copies of educational certificates, transcripts, CVs, etc., and be hand-delivered to the Human Resources Office, High Court.
Deadline: Not later than 13th June, 2025