JOB PURPOSE:
• Under the supervision of the Divisional Head Technical Services, the Executive Secretary is responsible for providing secretarial and administrative support services to facilitate the effective and efficient operations of the Division.
KEY OUTPUTS:
• Letters, memoranda and reports produced
• Appointments scheduled and diary maintained
• Meetings arranged and minutes produced
• Incoming and outgoing correspondence recorded and distributed
• Filing system maintained
• Documents faxed/photocopied
• Telephone calls answered and messages recorded
• Visitors received and directed
• E-mails downloaded and forwarded
• Seminars, workshops, conferences organized
KEY RESPONSIBILITY AREAS:
• Composes letters, memoranda and responses to routine correspondence from instructions received.
• Schedules appointments and maintains diary.
• Acts as liaison between the Senior Director and other members of staff; transmits instructions, follows up and keeps the Senior Director abreast of progress.
• Arranges meetings, records and reproduces minutes for circulation.
• Receives, opens, sorts and distributes incoming and outgoing mail
• Files correspondence and other material and maintains a record of the movement of files
• Maintains a system for the control and safe custody of confidential files, documents and reports.
• Faxes/photocopies documents as is required.
• Answers the telephone and redirect callers or records messages.
• Receives, and screens visitors and ensures that they are directed to the relevant officers or office; deals with complaints and requests and provides routine information regarding the operations of the RADA; resolves issues and problems as is necessary.
• Accesses and sends e-mail via internet.
• Participates in the planning and executing of seminars, workshops, conferences etc.
• Retrieves and compiles information for the preparation of technical reports.
Expiry Date
Job Description
