Applications are invited from suitably qualified local candidates for the following vacant positions tenable at the Ministry of Justice and Law (LAW OFFICE).
DIVISION : LAW REFORM
JOB TITLE : PERSONAL SECRETARY
GRADE : E
NO. OF POSTS : ONE (1)
RESPONSIBLE TO : EXECUTIVE SECRETARY
JOB SUMMARY
Under the general supervision of Executive Secretary, the Personal Secretary is responsible for performing the following duties in the area of assignment: production and distribution of documents, office administration, preparation in meetings and official trips, office security and supervision of Subordinate staff.
MAIN DUTIES
- Typing Production and Distribution of Documents
1.1 Type’s 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 dedication to 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.
- Office Administration
2.1 Receives and relays massages through a suitable medium to facilitate the taking of appropriate action.
2.2 Transmits messages through an appropriate medium and dispatches mail to facilitate communication with various organizations and individuals.
2.3 Maintains the senior official’s diary to facilitate timely and relevant action.
2.4 Receives records and passes incoming mail to the senior official facilitate appropriate action.
2.5 Annotates mail as necessary to indicate the urgency and /or importance of certain potions that require immediate attention.
2.6 Prepares a routing slip as necessary to facilitates immediate action.
2.7 Maintains a record system and files correspondence for access to information and reference.
2.8 Registers out-going and instructs messenger of delivery/postage for record and appropriate dispatch.
2.9 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.
2.10 Checks office equipment in the senior official’s and own Office and recommends services or replacement to minimize work-flow disruptions.
- Arrangement of Office Trips and Visitors
3.1 Composes itinerary of business journeys for the senior official as assigned to enable successful travel.
3.2 Arranges entry visas, accommodation, and transport for the senior official to enable successful stay and movement in the host country.
3.3 Advises senior official to retire tour imprest as appropriate for accountability of public funds.
3.4 Checks and confirms the validity of travel documents and certificates of inoculation
of a senior official in order to ensure adherence to immigration and health requirements of a host Country.
3.5 Arranges entry visas, accommodation, and transport for official quests to enable their stay and movement in the country.
3.6 Arranges appointments and leisure activities for official quests to ensure hospitable visit.
- Organisation of Official Meetings, Conference and official Entertainment
4.1 Issues letters of invitation for meetings, conference and official entertainment and confirms attendance to facilitate participation and hosting logistics.
4.2 Organises refreshment for official meetings to promote good public relations.
4.3 Communicates Senior official’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.4 Maintain and official quest list in order to adhere to protocol practice to avoid errors of omission.
- Office Security
5.1 Close windows and locks the entire suite and activate the alarm system to prevent loss and theft.
5.2 Locks in all classified correspondence and documents to prevent unauthorized access.
5.3 Switches off heating/cooling system on vacation of office to prevent accidental fire occurrences.
5.4 Posts security procedures in Senior Official’s and own office in order to facilitate adherence to security.
5.5 Logs in the bios system of the computer to restrict access.
6.Supervision of Staff
6.1 Occasionally conducts induction for subordinate staff in the cadre to enable their adaption in their work.
6.2 Conducts in-house training for subordinate staff to ensure continuous improvement.
6.3 May assign work to subordinate staff and checks progress to monitor flow and quality control.
6.4 May appraise subordinate staff to manage performance.
6.5 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 a recognized Institution
2 years’ experience in Secretarial Duties and Advanced typing or typing speed of 50wpm.
OR
5 years’ experience in Secretarial Duties and Office Procedures Advanced Word Processing
In – service entry
Promotion of a serving Assistant Personal Secretary with the following: Diploma in Secretarial Studies
Advanced Word Processing
3 years’ experience in Secretarial Duties and Office Procedures plus 50wpm.
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.