Job Specifications
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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
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Person specifications |
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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.