Secretary

$27,336 - $33,228 yearly
  • USP
  • Suva, Fiji
  • Jun 27, 2020
Full time Teaching, Education & Training

Job Description & Skills/Qualifications Required

 
LPT011  
Secretary  
Intermediate and Junior  
4  
1  
 
Registry  
0101-The University Of The South Pacific  
Fiji - Laucala Campus  
Chief Executive Officer, Pacific TAFE  
Chief Executive Officer, Pacific TAFE  
 
The position is responsible for providing secretarial and administrative support to the College Heads for all activities and duties carried out by relevant units.  
The appointee will be responsible for the following:

- Efficient administrative and executive support to the Head of College;
- Logistics with organizing meetings;
- Managing the distribution of corresponding documents and papers;
- Serve as secretariat to meetings convened;
- Ensure daily schedules and appointments are properly documented
for relevant parties;
- Facilitate the preparation and documentation of all logistical
arrangements relating to Head of College;
- Maintain internal and external stakeholder confidence and protects
the integrity of the Office by maintaining confidentiality;
- Manage, maintain effective and efficient records management system
to ensure timely access and retrieval; and
- Actively contribute to the Office and corporates requirements,
including planning, budgeting and human resource activities when
required.

The incumbent will also be responsible for managing the typing, photocopying and filing of all documents relating to the work of the office.  
- Manage the diary of the Chief Executive Officer Pacific TAFE
- Deal with all inquiries and correspondence
- Organise Meetings and Events
- Facilitate travel
- Oversee office requirements
- Assist with CEO's administration matters such as recruitment and other duties as assigned  
To be considered for this position, applicants must have:

- A Degree in Office Management/ Business/ Administration with
subsequent relevant administrative working experience in a similar
role; or
- Extensive experience and specialist expertise or broad knowledge in
technical or administrative fields; or
- An equivalent combination of relevant experience and/or
education/training;
- Demonstrated experience in writing accurate and timely reports and
minutes of meetings;
- Sound knowledge of computer systems;
- Excellent word processing and IT skills, including knowledge of a
range of software packages;
- Ability to work under pressure and with tight deadlines;
- Ability to maintain discretion and a strong understanding of
confidentiality issues; and
- Capable of carrying out multiple activities within tight deadlines;  
Preference will be given to applicants with:

- More than three years work experience in a similar role;
- Proven experience in customer support or related field;
- Knowledge of office management systems and procedures;
- Experience in the use of the University's Electronic Record
Management System (ERMS) HP Records Manager would be an
advantage;
- Excellent and high level of interpersonal skills and cultural sensitivity,
ability to set priorities successfully, demonstrated commitment to
improvement and must possess very good oral and written English
language communication skills.  
Expert Level:
- Exceptional written and spoken English
- Excellent oral and written communication skills
- Excellent people skills
- Demonstrated ability to implement task assigned and maintain high standards of professionalism and confidentiality

Advanced Level:
- Ability to interpret large amounts of data and to multi-task
- Demonstrated ability to work independently with minimal supervision
- Excellent time management

Working Level:
- A high level of interpersonal skills and cultural sensitivity
- Ability to set priorities successfully
- Commitment to continuous learning and improvement
- Strong organisational and planning skills
- Ability to work flexible hours


Awareness Level:
- Familiarity with customer relationship management
- Ability to give and receive constructive feedback
- Friendly and flexible professional with a sense of humor  
 
FJ $27,336 to FJ 33,228 per annum  
3 years renewable  
06-19-2020  
07-05-2020

Job Functions

PA, EA & Secretarial

Industry

Education & Training  

Indoor/Outdoor

Indoor  

Job open to:

Fiji Residents Only