Secretary job at Office Of The Prime Minister

About the Organization

Job Description

By effectively performing these duties, a Secretary ensures the efficient functioning of the office, supports staff, and contributes to the overall productivity and effectiveness of the organization.

Duties and Responsibilities

Administrative Support:

Clerical Tasks: Performing general clerical duties such as typing, filing, photocopying, faxing, and mailing.
Document Management: Creating, maintaining, and organizing files, records, and documents.
Data Entry: Accurately entering data into computer systems and databases.

Communication:

Answering Phones: Answering, screening, and directing phone calls to the appropriate staff members.
Correspondence: Drafting, proofreading, and managing incoming and outgoing correspondence, including emails, letters, and memos.
Greeting Visitors: Welcoming and directing visitors, ensuring they are attended to promptly and courteously.

Scheduling and Coordination:

Appointment Scheduling: Scheduling and coordinating meetings, appointments, and events for executives and staff.
Calendar Management: Managing and updating calendars, ensuring there are no scheduling conflicts.
Meeting Preparation: Preparing agendas, minutes, and materials for meetings, as well as setting up meeting rooms and arranging equipment.

Travel Arrangements:

Travel Coordination: Making travel arrangements for executives and staff, including booking flights, hotels, and transportation.
Itinerary Preparation: Preparing detailed travel itineraries and ensuring all travel documents are in order.

Office Management:

Supply Management: Monitoring and maintaining office supplies inventory, and placing orders when necessary.
Equipment Maintenance: Ensuring office equipment is functioning properly and arranging for repairs as needed.
Organizational Tasks: Keeping the office environment organized and presentable.

Support to Executives:

Executive Assistance: Providing direct administrative support to senior executives, including managing their schedules and communications.
Confidential Tasks: Handling confidential and sensitive information with discretion and maintaining confidentiality.

Documentation and Reporting:

Report Preparation: Preparing reports, presentations, and other documents as required.
Record Keeping: Maintaining accurate records of meetings, decisions, and other important activities.
Data Management: Organizing and managing electronic and physical documents and ensuring they are easily accessible.

Customer Service:

Client Interaction: Interacting with clients and stakeholders, addressing inquiries, and providing information as needed.
Problem Resolution: Handling customer complaints and resolving issues in a professional manner.

Project Assistance:

Special Projects: Assisting with special projects and tasks as assigned by supervisors or executives.
Research: Conducting research and gathering information to support project activities and decision-making.

Financial Tasks:

Expense Reporting: Assisting in the preparation and submission of expense reports.
Billing Support: Handling billing and invoicing tasks as required.

Qualification, Experiences and Competencies

Education and Qualifications:

High School Diploma: A high school diploma or equivalent is typically required.
Post-Secondary Education: Additional training or education in office administration is beneficial.
Certifications: Professional certifications such as Certified Administrative Professional (CAP) can be advantageous.

Experience:

Relevant Experience: Previous experience in an administrative or secretarial role is often preferred.
Industry-Specific Experience: Experience in specific industries (e.g., legal, medical) may be beneficial for specialized secretarial roles.

Skills and Competencies:

Computer Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant applications.
Communication Skills: Excellent verbal and written communication skills.
Organizational Skills: Strong organizational and time-management skills to handle multiple tasks and prioritize effectively.
Attention to Detail: Keen attention to detail to ensure accuracy in tasks such as data entry and document preparation.
Customer Service: Good interpersonal skills and a professional demeanor to provide excellent customer service.

Personal Attributes:

Reliability: Dependable and punctual, with a strong work ethic.
Adaptability: Ability to adapt to changing tasks and priorities.
Team Player: Willingness to work collaboratively with colleagues and support team efforts.

Physical Requirements:

General Health: Good physical health to perform tasks such as filing, stocking supplies, and operating office equipment.
Mobility: Ability to move around the office and handle light lifting as required.