Key Duties and Responsibilities

• Taking oral dictation.
• Using e-office to research and process data.
• Operating office equipment.
• Attending to visitors and clients.
• Handling telephone calls.
• Handling customer inquiries and complaints.
• Coordinating schedules of meetings and appointments.
• Coordinating travel arrangements.
• Ensuring 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.

Person Specifications

Mandatory requirements:

• Served for cumulative six 6 years, three 3 of which must have been in the grade of Office Administrator I or equivalent qualification in a comparable institution.
• Bachelor’s degree in any of the following disciplines: Secretarial Studies; Business and Office Management or equivalent qualification.
• Professional qualification and membership to a professional body of a good standing where applicable.
• Supervisory management course from a recognized institution.
• Proficiency with computer applications.
• Demonstrated professional competence in management of office administrative services.