Human Resources Secretary (Level 4)

Key Outputs:

• Minutes of meeting prepared. 
• Incoming and outgoing correspondence recorded, sorted and dispatched.
• Telephone communication managed. 
• Correspondence, reports, memoranda and miscellaneous documents prepared.
• Appointment diary maintained. 
• Filing system maintained 
• Individual work plan prepared 

Key Responsibility Areas

Technical/Professional Responsibilities 

• Receives and processes incoming mails. 
• Draft/type routine letters and memos and other documents based on instructions.
• Actions routine correspondence in accordance with guidelines given.
• Prepares minutes of meetings as required and type agenda. 
• Develops and maintains filing systems for the Manager as advised.
• Contact stakeholders to obtain information required by the Manager.
• Give general support and managing the routine functions of the Manager’s office to facilitate the availability and easy flow of information. 
• Directs telephone calls to appropriate officers. 
• Maintains appointment diary and schedule. 
• Responds to telephone calls for the Manager and records messages as required.
• Prepares all documents leaving the Manager 's Office for dispatch.
• Maintain an appointment diary and a message log. 

Performance Standards:

• Minutes prepared within agreed format and with agreed percentage of errors 
• Documents and correspondence are prepared based on established standards
• Files are maintained according to records management guidelines 
• Incoming mails are processed and distributed to appropriate persons within agreed time frame
• Appointment diaries are up to date and accurate 
• Telephone communication managed according to established principles 
• Individual work plan prepared within agreed timeframe and established standards 

Required Competencies:

Technical Competencies 

• Use of relevant computer applications and office productivity tools
• Knowledge of general office practices and procedures 
• Shorthand skills of 80 wpm 
• Typing skills of 40 wpm 
• Demonstrated high levels of customer service skills 

Core Competences 

• High levels of integrity 
• Meticulous and pays keen attention to details 
• Excellent interpersonal skills 
• Sound communication skills (written and oral) 
• Teamwork and cooperation 
• Ability to work under pressure 
• Use of initiative and understanding 
• Excellent Customer Service Skills 
• Organization and time Management Skills 
• Ability to use standard software package 

Minimum Required Education and Experience

• Diploma in Secretarial Studies from a recognized institution. Or
• MIND Secretarial Course. Plus 
• Four (4) GCE O/Level/CXC subjects including English Language
• Two (2) years related work experience 

ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK. 

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.