Job Specifications
Duties and responsibilities will entail:
Coordinating performance management of direct reports by guiding and supervising lower secretarial personnel
Conducting supervision, coaching, mentoring, training and development of the department staff to ensure an effective and motivated team
Fostering and promoting positive culture of growth in the in the Institute that embrace change management and organizational performance
Taking oral dictation;
Using e-office to research and process data;
Operating office equipment;
Attending to visitors/clients;
Handling telephone calls;
Handling customer inquiries and complaints;
Coordinating schedules of meetings and appointments;
Coordinating travel arrangements;
Ensuring the security of office records, equipment and documents, including classified materials;
Ensuring security, integrity and confidentiality of data;
Establishing and monitoring procedures for record keeping of correspondence and file movements;
Maintaining an up-to-date filing system in the office;
Preparing responses to routine correspondence;
Managing office protocol and etiquette; and
Managing petty cash.
Qualifications
Person specifications
For appointment to this grade, a candidate must have:
Cumulative service period of six (6) years, three (3) of which should have been at the grade of Office Administrator I or comparable position;
Bachelor's degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution;
OR
Bachelor's degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution;
Certificate in public relations and customer care course lasting not less than two (2) weeks from a recognized institution;
Proficiency in computer applications;
Shown merit and ability as reflected in work performance and results.