1. PURPOSE
Provide high level secretarial and administrative support to the Office of the Deputy Commissioner of Police (DCP) Specialist Operations, the Executive Secretary will play a crucial role in organizing and maintaining the Deputy Commissioner’s schedule, as well as performing various administrative tasks.
2. DIMENSIONS
Directly accountable to the DCP Specialist Operations and liaise between the Office of the DCP Specialist Operations and the senior officers to ensure effective communication of important decisions.
Financial: NIL
Staff: NIL
Others: NIL
3. PRINCIPLE ACCOUNTABILITIES
3.1 Ensure efficient professional secretarial services and ensuring all office procedures are complied with.
3.2 Ensure effective and timely flow of communication network between the DCP Specialist Operations and all clients, keeping up with meeting appointments and other official engagements in a timely manner.
3.3 Ensure professional confidentiality and security of official communication and documents at all times
4. MAJOR DUTIES
4.1 Perform confidential secretarial and administrative services for the office of the DCP Specialist Operations.
4.2 Maintain an effective and efficient filing system, keeping information secure with security as a confidential priority
4.3 Provide daily briefs on all office functions and responsibilities, meeting appointments and official engagements and communicate with all clients on official matters needing attention.
4.4 Undertake order and procurement of office stationery and attend to external travel arrangements.
4.5 Undertake research or inquiries into administrative issues as required by the DCP Specialist Operations.
4.6 Screen all incoming telephone calls, official visits and client engagements.
4.7 Proper office routines and maintenance, general hygiene and tidiness of the Office of the DCP Specialist Operations
4.8 Manage all outgoing or incoming correspondence including e-mail٫ letters٫ packages
etc.
4.9 Organize invoices or financial statements and monitor bookkeeping activities
5. NATURE AND SCOPE
This is an administrative support position that handles firsthand information about the organization, distribute and receive important information from internal and external clients.
5.1 WORKING RELATIONSHIP
(a)Internal
This position report directly to the DCP Specialist Operations position, liaise with managers, and other senior officers within the organization in the most effective manner.
(b)External
Liaise with external clients only as directed by the DCP Specialist Operations and as usual make confirmation with external organizations for DCP Specialist Operations attendance.
5.2 WORK ENVIRONMENT
This position requires an excellent public relation skills and pleasant in nature to provide the environment for client visits, located at Police Head Quarters, Konedobu
Providing reliable and accurate support to executives and management while working with confidential information, multi-task and work well under pressure in a fast-paced environment.
6. GOVERNANCE FRAMEWORK
The position is guided by the public service rules and regulations that set the terms and conditions of employment for the public service employees.
• Rules/procedures
The Police Act; The Public Service Management ACT; Public Service General Order, Internal Policies; the Constabulary Standing Orders;
• Recommendations
This position should possess several crucial recommendations to excel in their role. These recommendations encompass a strong commitment to the security and confidentiality of all information coming to and going from the office of the DCP Specialists Operations.
• Behavior
This position not only requires the general good behaviors expected of senior secretaries but also specific traits crucial in a law enforcement agency. These include a strong commitment to security and confidentiality, familiarity with law enforcement policies and protocols, and an understanding of the RPNGC's mission and vision in order to assist the DCP Specialist Operations.
7. CHALLENGES
The position provide secretarial support to the DCP Specialist Operations having excess to important and confidential information relating to the operations of RPNGC, keeping confidential information on legislative changes and other related confidential information of legal in nature, subjected to work loads, adapting to changing priorities and professional development.
8. QUALIFICATIONS, EXPERIENCES AND SKILLS
(a)Qualifications
Possess a Grade 12 certificate and a Diploma in Office Administration from a recognized Training Institution
(b)Knowledge
•Thorough understanding of clerical and secretarial principles.
•Strong knowledge of databases and tracking systems.
•Knowledge of office management systems and procedures
•Demonstrated knowledge about standards and practices in executive services and general office administration procedures
•Possess a comprehensive knowledge base that covers law enforcement procedures, RPNGC Policies and regulations,
(c)Skills
•Professional secretarial and skill services
•Strong organizational and time-management skills
•Excellent written and verbal communication skills
•Good office administration and organizational skills
•Proficient computer skills, particularly with Microsoft Office applications ((MS Word, MS Excel) and business communication software.
(d)Work Experience
•At least more than 5 years’ work experience in an executive secretarial or related position in the public or private sector.
•Profound experience with office management and basic accounting procedures
Full Time
hours weekly
English
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