Duties and responsibilities


Supervise, mentor and monitor their performance junior secretarial staff and clerical officers.
Maintain the diary and appointments/meetings for the Principal to ensure appointments are well planned and timely
Organize administration records and correspondence to ensure quick access to required information/ documents
Ensure the availability of well-managed office services including cleaning and tidying office to ensure a conducive working environment.
Maintain an efficient, smooth and easily accessible filing system to ensure the security of information and to limit access to unauthorized persons
Receive telephone calls to. ensure calls are transferred to respective office
Maintain security and confidentiality of office records, documents and equipment
Manage office protocol and receive incoming calls, and correspondences and act as the link between executive offices, to ensure efficient response time to inquiries
Record dictation in shorthand and transcribe it into a written comprehensive form
Receive visitors and clients in a professional and courteous manner and direct them to the Principal/Deputy Principal office
Undertake correspondence for the principal as requested and as appropriate
Maintain an inventory of office equipment and supplies for the Principal and Deputy Principal offices
Prepare for committee meetings such as the Council/BOG meetings
Control and Manage the hospitality budget
Provide input for hospitality budget during the budgeting process


Responsibility for physical assets


Computer
Extension telephone
Printer
Fax Machines


Nature of decision making


Analytical Decision
Operational decision


Academic Qualification and Work Experience


Must have completed Single and group stage II, with a pass in the following: CPD 1, Communication Skills I, Office Practice I, Commerce II, Secretarial Il, commerce H, Shorthand
Computer literate
One year relevant experience from a reputable institution


Skills required


Communication skills
Interpersonal skills
Report writing skills
Team building skills
Problem Solving skills
Organizational skills