NPL Senior Secretary- OPS/SS 3

This position will ensure that correspondence is properly typed, recorded and filed in accordance with set standards of typing and filing

NUTRITION PRODUCTS LIMITED

JOB DESCRIPTION and SPECIFICATIONS

Job Title:                    Senior Secretary

Classification:            OPS/SS 3                                                                      

Reports To:                Human Resource and Administrative Services Officer

Summary:                  In providing support to the Human Resource and Administrative Services Department, the Secretary will provide typing and data entry skills to the department along with other administrative duties. This position will ensure that correspondence is properly typed, recorded and filed in accordance with set standards of typing and filing.   

Key Outputs:

• Filing system maintained on a daily basis
• Human Resource Management Information System updated on a daily basis as required
• Requested letters are properly typed
• Employees are registered under the Group Health Insurance and Pension Scheme as they are appointed and Group Life and Personal Accident when employed.

Duties and Responsibilities: 

• Ensure general correspondence and personal correspondence relating to  

approximately 240 administrative and production employees are properly filed.  

• Prepare meeting agendas and take minutes of meetings as required.
• Type departmental reports, official correspondence and employee letter requests
• Ensure that the Human Resource Management Information System is updated

on a regular basis.

• Ensure employees complete necessary Group Life and Personal Accident form when employed.
• Ensure employees complete the necessary documentation for Group Health Insurance and pension deductions when confirmed.
• Maintain inventory of archived/closed files ensuring that they are properly 

                        documented and filed for easy access.

• Receive, log and distribute all incoming mail and coordinate outgoing mail
• Monitor use of medicinal supplies

• Monitor use of stationery supplies
•    Respond to all departmental incoming enquiries/requests for information or re-direct to the appropriate person.
•   Assist the Human Resource Officer with preparation of the monthly HR report
•   Assist the Human Resource Manager in typing confidential correspondence
•   Assist the Human Resource Officer in planning and coordinating training programs for staff
•   Any other duties that may be reasonably requested

Performance Standards

• Requested letters are error free and properly typed
• Filing system effectively maintained
• Human Resource Management Information System accurately updated
• Employees Group Life, Personal Accident, Group Health and Pension requests accurately completed and submitted on a timely basis.

Required Competencies

• Excellent communication skills (oral and written)  
• Must have experience and skill in the use of software programs such as MS Word and Excel. 
• Good interpersonal skills
• Confidential with a high level of integrity and honesty
• Excellent knowledge of filing systems

Minimum Qualification and Experience

• Certified Professional Secretary / Certified Administrative Professional
• Certificate in Computer Skills

Minimum two years secretarial/administrative support experience

REMUNERATION

Basic Salary: $1,550,136.00 - $2,084,761.00 per annum

We thank everyone for applying but only shortlisted applicants will be contacted