Executive Secretary 1 (OPS/SS4)

KEY RESPONSIBILITY AREAS

Technical Responsibilities

• Provides secretarial services to the CMO by handling a wide variety of situations and conflicts
• Maintains diary of the CMO's engagements and gives reminders of these appointments.
• Schedules appointments and brief the Chief Medical Officer before the scheduled meetings
• Processes incoming and outgoing correspondence in accordance with established guidelines
• Establishes and maintains an effective filing system that allows security, and speedy retrieval of documents/information in accordance with established standards
• Handles large volume of confidential information, queries, request and complaints from internal and external clients requiring prompt and urgent attention
• Organizes and provides support for meetings hosted by the CMO, including preparing agendas, taking minutes/notes, operating office equipment, and organizing business and social functions on behalf of the CMO.
• Coordinates travel arrangements and prepares itinerary for local and overseas business trips
• Composes letters and memoranda from general instructions and answers routine correspondence
• Liaises with the Chief Medical Officer and members of staff and other officers
• Assists in the preparation and collection of standard reports.
• Interviews visitors and callers to determine the nature of enquiries and route to the relevant officers for attention

Technical Competencies

• Excellent administrative and secretarial skills
• Proficiency in word processing and standard computer applications
• Knowledge of modern office equipment, practices and procedures
• Knowledge of basic office management and records management
• Ability to interact with individuals from diverse cultural backgrounds

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Diploma in Administrative Management from an accredited tertiary institutions or Certificate in Administrative Management Level 3 (MIND)
• Typing speed of 50-55 words per minute
• Five (5) years' secretarial or general office experience.

The Ministry of Health thanks all applicants for their interest; however, please note that only short-listed candidates will be contacted.