APPLICATIONS ARE INVITED FROM SUITABLY QUALIFIED LOCAL CANDIDATES FOR THE FOLLOWING VACANT POSITIONS TENABLE IN THE JUDICIARY:
DEPARTMENT : HIGH COURT
LOCATION : MASERU
JOB TITLE : SECRETARY TO THE CHIEF JUSTICE
GRADE G
RESPONSIBLE TO : CHIEF JUSTICE
JOB SUMMARY
The Secretary to the Chief Justice is responsible for provision of secretarial support to the Honourable Chief Justice, including typing of court decisions or judgements written by the Chief Justice, drafting and managing official correspondence and communications, scheduling appointments and managing Chief Justice calendar, coordinating travel arrangements, records and Chief Justice Library management, organisation of official meetings and official entertainment, as well as office security.
MAIN DUTIES
TYPING OF COURT DECISIONS, OPINIONS OR JUDGEMENTS.
1.Types (or format) draft memorandum decisions, opinions or judgements entries written by the Chief Justice and modifies and correct same as directed.
1,2 Copies and circulates the final version of decisions, opinions or judgement entries approved by the Chief Justice.
1,3 Safeguards all case fifes and the endorsement of the case files with order made by the Chief Justice.
1.4 Reviews the the after release of opinion, decision or judgement entry before returning it to the Registry to make sure it is complete and that there is nothing that does not belong there, such as Chief Justice’s notes.
DRAFTING AND MANAGING CORRESPONDENCE AND COMMUNXCATION.
2.1 Types correspondence and documents to put written communication into a legible presentation.
2.2 Seals classified documents to accord office secrecy.
2.3 Registers out-going mail and instructs messenger on delivery/postage for record and appropriate dispatch.
2.4 Receives incoming mail and forwards to the Chief Justice to enable necessary action.
2.5 Receives and transmits electronic messages as necessary to facilitate communication with outside organisations or persons.
2.6 Maintains a record system and files correspondence for access to information and reference.
2.7 Annotates mail to facilitate monitoring of action taken by appropriate officers and to control the flow of documents into the Chief Justice Chambers.
2.8 Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
2.9 Operates a reminder system for the Chief Justice for timely action as planned.
SCHEDULING APPOINTMENTS AND MANAGING CHIEF JUSTICE’S CAL-ENDER.
3.1 Maintains diary for appointments and meetings for the Chief Justice to enable effective time management.
3.2 Receives visitors and assess whether their matters are to be attended by the Chief Justice or guide them the office of the Registrar/relevant department.
4 CHAMBERS AND LIBRARY MANAGEMENT
4,1 Checks status of office equipment and furniture and recommends service/replacement as necessary to ensure continuity of services.
4.2 Prepares and submits on regular basis requisitions of things needed to procurement to ensure availability of supplies.
4.3 Keeps chambers books and publications for record and reference.
4.4 Sends out reminder notices regarding overdue books/publications for accountability and to enable wider circulation.
ORGANISATION OF OFFICIAL MEETING AND ENTERTAINMENT
5.1 Arranges meetings to enable attendance and availability of essential requirements.
5.2 Organises refreshments for official meetings and visitors in order to promote good public relations.
5.3 Attends to and entertain dignitaries and visitors of the Honourable Chief Justice.
5.4 Receives letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
5 Communicates the Chief Justice acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
5.6 Maintains an official guest list in order to adhere to protocol practices and to avoid errors of omission.
6 COORDINATION OF TRAVEL ARRANGEMENTS
6.1 Informs the Chauffeur of the Honourable Chief Justice of planned trips to ensure timely availability of transport.
6.2 Composes itinerary of business journeys for the Chief Justice as assigned to enable successful travel,
6.3 Arranges entry visas, accommodation and transport for the Honourable Chief Justice enable successful stay and movement in the host country.
6.4 Checks and confirms the validity of travel documents and certificates of inoculation of the Chief Justice in order to ensure adherence to immigration and health requirements of the host country.
6.5 Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
- MAINTANANCE OF CHAMBERS SECURITY
7.1 Closes windows and locks the entire Chamber to prevent loss and theft.
7.2 Locks in all classified correspondence and documents to prevent unauthorized access.
7,3 Switches off heating/cooling system on vacation of Chamber to prevent accidental fire occurrences.
7.4 Logs in the bios system of the computer to restrict access.
7.5 Follows security procedures as provided by security officer
- SUPERVISION OF JUDGES EXECUTIVE SECRETARIES
8.1 Conducts induction of new secretaries to enable their adaptation to their work.
8.2 identifies training needs for the secretaries and makes recommendations to the training officer to ensure continuous improvement.
8.3 May assign work to subordinate staff and checks progress to monitor flow and quality control.
8.4 Appraises secretaries below him/her to manage their performance.
8.5 Responsible for disciplining secretaries below him/her.
9, JOB SPECIFICATION
o Diploma in Secretarial Studies/Diploma in Office Administration and Management from a recognized institution phis 5 years’ experience as Executive Secretary with a certified 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 13 June, 2022