Key roles and responsibilities of the Secretary are:
I.To perform all secretarial, clerical and administrative tasks as required by the Department.
II.To take charge of the running of the secretarial, administrative and clerical functions of the Department when required to do so.
III.To act as Department Secretary when appointed to do so.
IV.To carry out any other duties as assigned by the supervisor.
1) To execute secretarial, clerical and administrative tasks as directed by the supervisor. Examples of such services include:
a) Typing and/or shorthand taking and/or audio-typing in respect of daily correspondence, reports and other documents.
b) Receiving telephone calls on behalf of the Department’s members. This includes taking messages and acting on or following up on those messages when appropriate, as well as setting up conference calls when required.
c) Preparation of proposals, reports and other documents.
d) Collation and binding of reports, submissions and other documents.
e) Monitoring and coordinating monthly input into RECD (automatic billing system) and ensuring accurate deal file maintenance. Assisting Department members with all billing and RECD related matters and support the supervisor with RECD approval
f) Appointment arrangements on behalf of the Department’s members. This includes all necessary preparation work and follow-ups.
g) Meeting arrangements, liaising with clients and other staff members before and after the meetings, meeting room set-up and any catering arrangements if needed.
h) Managing and maintaining an up-to-date client contact database (Outlook, Sidekick, name card filing system etc).
i) Diary management on behalf of the supervisor when required to do so.
j) Travel and local transport arrangements for the Department’s member. This includes preparing travel schedules and meeting itineraries, collating all reports, documents, board papers, schedules and name cards required for the trip, as well as the processing of passport visas, liaison with travel agents on air tickets, and the preparation of monies and funds needed for the assignment,
k) Preparation of travel expense and other expense claim forms, as well as all necessary follow-up work.
l) Assistance in minutes taking, typing of minutes and any ensuing follow-up actions needed.
m) Carrying out basic research and enquiries when directed to do so.
n) Filing and management of a useable and up-to-date filing system.
o) Maintain a system of back-up copies for computer-generated files.
p) Mailshot compilation and execution.
q) Preparation of spreadsheets, invoicing, photocopying, data entry, facsimile transmission.
2)Perform roster duty for receptionists’ relief during lunch hours or when a receptionist is absent.
3)Carry out any other assignments as directed by the supervisor.
As a Secretary, you are an important support staff member in the Department. By supporting Department executives with secretarial and back-up assistance, you help to ensure the smooth running of the Department. The job requires sound secretarial skills, organizational ability, a service aptitude, interpersonal skills, maturity, initiative and common sense. To perform successfully, you should have the following requirements:
• Bachelor degree with Administration or Secretary related majors;
• Excellent English speaking and writing skills;
• Possess the essential secretarial and information technology qualifications or skills necessary for successful job performance. You are expected to continually upgrade your secretarial and IT skills to keep up with developments in these areas.
• Excellent telephone manners and interpersonal skills, particularly the ability to deal efficiently and politely with clients at all times.
• Learn and be able to operate most of the functions of the telephone systems as set out in the Guide to Telephone Systems.