NPL Senior Secretary Customer Service

Provides support to the Customer Service Manager and the general departmental operations, focusing on the accounting and administrative aspects of the Department and liaises with the Customer Service Officers, Quality Assurance Officers, and with schools.

REMUNERATION

Basic Salary: $1,711,060.00-2,301,186.00 per annum

2 Year Renewable Contract 

NUTRITION PRODUCTS LIMITED  

POST IDENTIFICATION

TITLE OF POST                                :  Senior Secretary

POST NUMBER                                 :  306720

POST CLASSIFICATION                 :  OPS/SS3

DEPARTMENT                                     :  Customer Service Department

Summary:

The incumbent will provide support to the Customer Service Manager and the general

departmental operations, focusing on the accounting and administrative aspects of the

Department and liaises with the Customer Service Officers, Quality Assurance

Officers, and with schools.

The incumbent also provides typing and filing services to the department and ensures that correspondence is properly recorded and filed in accordance with set standards of filing

Key Outputs:

¨      Administrative procedures reviewed and systems developed

¨      Annual reports for Company

¨      Schools identified

¨      Reports prepared

¨      Information/advice provided

¨      Clerical support provided

¨      Filing system developed and maintained

¨      Material for meetings and training sessions

¨      Dispatch log maintained

¨      Mails dispatched

¨      Confidentiality exercised

¨      Meetings

¨      Stationery maintained

¨      Minutes transcribed and distributed

Key Responsibilities:

¨      Review administrative procedures and develop systems to ensure compliance by all staff

¨      Liaise with Client Relation Officers and Quality Assurance Officers.

¨      Provide clerical support under the supervision of the Customer Services 

Manager to include copying and data entry.

¨      Typing reports and other correspondence/documents

¨      Greet and direct visitors to department, answer office telephone system, respond to direct requests for information and/or forward messages to appropriate staff.

¨      Maintain inventory of office supplies, books, literature and stationery used in the schools.

¨      Coordinate material for training sessions and other activities of the department

¨      Maintain dispatch log, ensuring that all packages for schools are dispatched by delivery drivers and received by Principals or Teachers in   charge.

Acts as a focal point for departments

¨      Assist and answer questions and inquiries as reception for the Customer Service Department

¨      In person

¨      Over the phone

¨      Through mails

Transcribes correspondence from shorthand and/or written material using word processing equipment

Receives and dispatches all incoming and outgoing mails for the Department.

¨      Sort and distribute all incoming and outgoing mail and other correspondence

¨      Book appointments, organize and schedule meetings as required for the Customer Service Manager.

¨      Attend meetings as arranged by the Customer Service Manager.  This includes:

¨      Assembling and organizing information for      meetings

¨      Preparing and distributing agendas for meetings

¨      Taking notes and drafting minutes of meeting for vetting by Customer Service Manager,

¨      Distributing minutes of meetings on a timely basis

¨      Assisting in taking the necessary actions following decisions made at meetings arranged;

¨      Coordinate material for meetings

Ensures that all materials handled by the Customer Service Manager are kept confidential and that minutes and information from minutes are kept confidential and private;

Requests and distributes stationery for the Department.  This includes:

¨      Monitoring the usage of the items and make representation for re-ordering;

¨      Soliciting the input of staff within the Department in respect to their needs and goods for ordering;

Performs any other related duties that may be assigned from time to time.

MINIMUM REQUIREMENTS

Qualification & Experience

¨      Diploma Management Studies or Public Administration

¨      Certificate in Secretarial Studies from a recognized institution

¨      Experience in administration and research

¨      Two (2) years’ secretarial/junior administration experience.

Required Competencies

Core:

¨      Excellent written and oral communication skills;

¨      Excellent interpersonal and customer service skills

¨      Excellent integrity/ethics exercised in the performance of duties

Functional:

• Sound Knowledge of secretarial duties
• Sound Knowledge of food testing techniques
• Initiative
• Excellent team player

¨      Excellent time management and organizational skills

¨      Ability to research and ‘mine’ for information/data

¨      Ability to work on own initiative

¨      Good planning skills

¨      Good analytical skills

¨      Ability to work under pressure

¨      Good vision for details, methodical

¨      Be able to work with confidential information

¨      Excellent resourceful skills

Liaises with:

Internally/Externally

¨      CEO and other Department Heads

¨      Plant Managers

¨      Principals and Teachers

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

¨      Secretarial standards are strictly adhered to;

¨      Job functions are performed accurately and submitted by required deadline

¨      Confidentiality, integrity and tact are exercised in the performance of duties.

¨      Administrative procedures reviewed and systems developed

¨      Schools identified within established timeframe

¨      Reports accurately prepared and submitted within established timeframe

¨      Information/advice provided in a timely manner

¨      Clerical support provided in accordance with established standards

¨      Filing system developed and maintained in accordance with established standards

¨      Material for meetings and training sessions

¨      Dispatch log maintained in keeping with established standards

¨      Mails dispatched within established timeframe

¨      Meetings provided with the required support in keeping with established standards

¨      Stationery maintained in keeping with established standards

¨      Minutes accurately transcribed and distributed within established timeframe

AUTHORITY TO:

¨      Screen telephone calls and visitors

¨      Circulate memoranda and circulars

¨      Follow-up on outstanding matters

Working Conditions

¨      Office environment

¨      Constant flow/heavy traffic of internal and external clients (visitors, staff)

¨      Occasional walking across compound to make delivery of mails in the absence of the messenger