Executive Secretary OPS/SS 4 (NOT VACANT) - Salary Range (Pay Band 5): $2,190,302 - $2,945,712 per annum

KEY OUTPUTS

• Meetings scheduled, coordinated and attended;
• Records Management system for Information Commissioner’s office maintained;
• Operational filing system maintained;
• Documents produced;
• Customers attended to;
• Research conducted;
• Monthly status and other reports prepared;
• Minutes of meeting recorded and disseminated;
• Letters, memoranda and other correspondence drafted;
• Incoming and outgoing correspondence managed;
• Itineraries compiled;
• Office supplies ordered and maintained;
• Confidentiality maintained;
• Clerical duties carried out;
• Telephone communication adequately managed, and requests handled;
• Administrative policies and procedures implemented;
• Secretarial duties performed;
• Logistical Support provided to the Information Commissioners office;
• Appointment scheduled.

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Manages the office of the Information Commissioner by using initiative to determine the methods to be used to appropriately dispose of matters without bringing them to the attention of the Information Commissioner 
• Attends Management Committee meetings and other meetings record, prepares and disseminate minutes and action items as directed by the Information Commissioner.
• Liaises with Senior Heads of Sections and personnel within the OIC to facilitate administrative support
• Meets, greets and assists clients and visitors via the telephone and in person
• Maintains office supplies inventory by checking stock to determine inventory level
• Anticipates needed supplies, evaluates new office products, places and expedites orders 
• Maintains shared electronic folders containing calendar and contacts in Microsoft Outlook programme to ensure co-ordination
• Takes dictation and reproduces confidential and other correspondences
• Manually logs receipt and dispatch of correspondence and note items for follow up
• Ensures that all correspondence of a general or routine nature is received by the Information Commissioner s in a timely manner 
• Handles routine correspondence on behalf of the Information Commissioner by retrieving and sending correspondence from intranet and internet
• Works closely with staff in the Division to follow up on assignments/tasks, 
• Keeps the Information Commissioner up to date on the status of Project Assignments, Consultants Contracts, and Annual Reports
• Updates the Information Commissioner on impending deadlines and outstanding matters
• Drafts letters and memoranda for the Information Commissioner signature and updates records.
• Performs administrative duties for the Information Commissioner such as faxing, photocopying, mailing and collecting and delivering documents/correspondences.
• Creates and maintains an appropriate filing system for the recording and easy retrieval of information.
• Maintains the Information Commissioner’s diary (both electronically and written) by recording appointments, meetings visit etc. 
• Prepares weekly itinerary of all OIC Division activities and submit to the Information Commissioner 
• Records receipt of all official invites and other special activities that require the Information Commissioner’s attendance and prepare summary sheet.
• Recommends changes in administrative policies or procedures to meet new circumstances

Technical/Professional Responsibilities

• Conducts research and prepare reports and draft responses to certain correspondences for vetting by the Information Commissioner.
• Establishes and maintains a records management system for safekeeping of secret and confidential reports and documents
• Provides accurate word-processing support by composing and/or editing a variety documents; this includes highly confidential correspondence, memoranda, contracts and proposals.
• Creates, transcribes and/or formats a variety of documents, presentations and charts through the effective use of the Microsoft office suite 
• Prepares requisition forms for internal expenditure and submits travel and other reimbursable claims to the appropriate Unit
• Assists in the preparation of the Division’s Corporate and Operational and Annual Budget by using Microsoft Excel or any other related software.
• Manages the office details by relieving the Information Commissioner of routine requests and matters; follows established rules and procedures in responding to requests and queries; redirecting items and/or visitors to the relevant personnel
• Interprets instructions and issues arising, and then implement actions according to administrative policies and procedures
• Assists in the review of operational procedures and workflow and suggests improvements
• Keeps abreast of the progress of activities within the OIC, providing background information, as well as preparing the Information Commissioner for participation in meetings.
• Prepares pre-conference papers and organize meeting documents for the Information Commissioner.
• Ensures that Information Commissioner receive reports from the direct reports in relation to the Division’s operations by due dates and in the correct format.
• Keeps the Information Commissioner abreast of relevant media information/coverage and public opinion as it relates to the OIC.
• Makes travel and accommodation arrangements for the Information Commissioner when necessary.

PERFORMANCE STANDARDS

• Information Commissioners meetings scheduled, coordinated and attended in specified timeframe;

• Records and filing system maintained to facilitate timely and easy retrieval;

• Customers attended to courteously and promptly;

• Monthly status and other reports prepared in specified timeframe;

• Minutes of meeting produced accurately and disseminated within specific time frame;

• Letters, memoranda and other correspondence drafted;

• Incoming and outgoing correspondence managed effectively;

• Itineraries compiled in stipulated time frame;

• Office supplies ordered and maintained at the stipulated levels;

• Confidentiality exercised at all times;

• Clerical duties carried out as required and in accordance with set standards.