Personal Secretary at Lerotholi Polytechnic

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POST TITLEPERSONAL SECRETARY
DIVISION/DEPARTMENT  ADMINISTRATION
REPORTS TODEAN OF STUDENT AFFAIRS

JOB SUMMARY

Under the direct supervision of the assigned supervisor, the Personal Secretary is responsible for producing documents, record keeping, receiving visitors, receiving and making phone calls, processing mail, arranging meetings/official entertainment and travel arrangement, requisitioning office supplies, repair of equipment, supervising junior secretaries and providing advice on training of the secretarial cadre.

RESPONSIBILITIES

The key duties of the post are as follows :-

  1. Types and files correspondence for record keeping
  2. Maintains the Supervisor’s diary for appointments, meetings and manages the diary and logistical arrangements.
  3. Ensures that all incoming and outgoing correspondence is actioned in order of priority by the Dean of Student Affairs.
  4. Create a sustainable positive relationship between the Dean of Student Affairs Office and its stakeholders.
  5. Develop and implement monitoring systems for effective operations of the office of the Dean of Student Affairs.
  6. Manage and coordinate the administrative functions in the office the Dean.
  7. Draft submissions, memoranda, briefing notes, presentations, reports and other documentation as required.
  8. Arrange and co-ordinate meetings, workshops, campaigns and events.
  9. Assists the Dean to manage and monitor outputs, workflow and office deadlines
  10. Keeping abreast on organizational matters
  11. Make sound judgement on matters that are highly sensitive in nature and handle responsibly
  12. Checks all office equipment in own office and supervisor’s and recommends service and replacements if necessary
  13. Photocopies documents and binds reports for information and distribution
  14. Receives records and passes to the supervisors for necessary action
  15. Transmits messages by the facsimile or the e-mail and dispatches mail as necessary to facilitate communication with the external organisations.
  16. Maintains a filling system for proper record keeping
  17. Receives messages and/or calls and delivers messages verbally or by telephone to enable appropriate action.
  18. Takes minutes during meeting and distributes them to members for their record.
  19. Arranges local and international official trips, for the supervisor, and other members of the mission as assigned to enable their successful travel.
  20. Checks all office equipment in own office and supervisor’s and recommends services and replacement as necessary to ensure continuity of services.

Because of the changing nature of our business your job description will inevitably change. You will, from time to time, be required to undertake other activities of a similar nature that fall within your capabilities as directed by management.

JOB SPECIFICATION

  • Minimum requirement is Diploma in Secretarial Studies plus five (5) years relevant experience.
  • Behavioural Performance Required:
  • Computer Literacy
  • Good Communication skills in Sesotho and English
  • Good interpersonal skills
  • Must be able to type 50 words per minute.

HOW TO APPLY

Interested and suitably qualified candidates should hand-deliver their detailed applications to the LP Human Resources Office which is situated at the Administration 1 Building. The applications should be accompanied by: Curriculum Vitae, Certified copies of Educational Certificates and academic transcripts on or before Friday, 03rd FEBRUARY, 2023 at 1500 hours.

Applications should be addressed to:

The Secretary   

Staff Appointments and Promotions Committee

Lerotholi Polytechnic

P.O. Box 16

Maseru 100

Lesotho

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