1. PURPOSE
The purpose of this position is to provide general secretarial support such as typing, correspondence, procedures, presentations, and reports. The position also assumes the duty of clerical and administrative support in order to optimize workflow procedures in the office. This position is the point of reference for all queries and requests to the Provincial Police Head Quarters of the Autonomous Region of Bougainville. (AROB PPHQ)
2. DIMENSIONS
Directly accountable to the Provincial Administration Officer (PAO) and liaise between the PPHQ and the senior officers and the Rural Police station Commanders 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 Provincial Administration Officer 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 Provincial Administration Officer.
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 Provincial Administration Officer.
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 Provincial Administration Officer
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 Provincial Administration Officer position, liaise with managers, and other senior officers within the organization in the most effective manner
(b)External
Liaise with external clients and Police Head Quarters, Konedobu, NCD only as directed by the Provincial Administration Officer and as usual make confirmation with external organizations for Provincial Administration Officer 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 AROB PPHQ.
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 Provincial Administration Officer.
7. CHALLENGES
The position provide secretarial support to the Provincial Administration Officer 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 Certificate in Secretarial studies or a diploma in Office Administration from a recognized Training Institution
(b) Knowledge
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
• Good Inter-personal and communication (oral and written)
• Good office administration and organizational skills
• Well-developed computer skills, particularly with Microsoft Office applications ((MS Word, MS Excel)
(d) Work Experience
At least 5 years work experience in a similar position in the public or private sector
Full Time
hours weekly
English
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