Share this Job
Personal Secretary job at Apac District Service Commission | Apply Now
Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Personal Secretary job at Apac District Service Commission
Apac, Uganda
Full-time
The Secretary, District Service Commission Apac informs the general staff that, Applications are invited from suitable and eligible serving officers for the post which exist in the department as specified below:
Applications should be filled in triplicate on PSC Form 3 Revised (2008) and submitted to the Secretary, District Service Commission, P.O. Box 1 Apac.
Personal Secretary job at Apac District Service Commission
Apac District Service Commission
Personal Secretaries provide administrative support to executives, managers, or other professionals, assisting them with various tasks to help them focus on their core responsibilities. Here are the typical duties and requirements for Personal Secretaries
Managing Correspondence: Personal Secretaries handle incoming and outgoing correspondence, including emails, letters, and phone calls. They screen and prioritize communications, respond to routine inquiries, and draft responses on behalf of their supervisor.
Calendar Management: They manage their supervisor's schedule, including scheduling appointments, meetings, and events, and coordinating logistics such as room bookings, travel arrangements, and catering.
Meeting Coordination: Personal Secretaries organize and prepare materials for meetings, including agendas, presentations, and supporting documents. They may attend meetings to take minutes, track action items, and follow up on pending tasks.
Document Preparation: They assist with drafting and formatting documents such as reports, memos, presentations, and spreadsheets. They may also proofread and edit documents for accuracy, grammar, and formatting.
Filing and Recordkeeping: Personal Secretaries maintain organized filing systems, both physical and electronic, to store and retrieve documents, records, and other materials. They ensure that files are labeled, indexed, and archived properly.
Travel Arrangements: They make travel arrangements for their supervisor, including booking flights, hotels, transportation, and other accommodations. They prepare travel itineraries and ensure that travel plans align with the supervisor's schedule and preferences.
Expense Management: Personal Secretaries track and reconcile expenses, including processing expense reports, monitoring budget allocations, and ensuring compliance with expense policies and procedures.
Office Management: They oversee day-to-day office operations, including ordering supplies, maintaining office equipment, and coordinating maintenance and repairs as needed. They may also handle administrative tasks such as photocopying, scanning, and filing.
Confidentiality: Personal Secretaries handle confidential information with discretion and maintain strict confidentiality regarding sensitive matters, such as personnel issues, financial data, and strategic plans.
Communication Liaison: They serve as a liaison between their supervisor and other staff members, clients, vendors, and external stakeholders. They relay messages, coordinate communication, and facilitate information exchange as needed.
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
Education: A high school diploma or equivalent is typically required for Personal Secretary positions. Some employers may prefer candidates with additional education or training in office administration, business administration, or related fields.
Experience: Prior experience in administrative support roles is often preferred, particularly experience working as a secretary, administrative assistant, or executive assistant. Candidates with relevant experience in office management, customer service, or project coordination may also be considered.
Typing and Computer Skills: Personal Secretaries should have strong typing skills and proficiency in using computer software such as word processing, spreadsheets, email, and presentation software. Familiarity with office productivity tools such as Microsoft Office Suite is essential.
Organizational Skills: They should be highly organized and able to manage multiple tasks, priorities, and deadlines effectively. Strong attention to detail is essential for maintaining accuracy in administrative tasks and documentation.
Communication Skills: Excellent communication skills, both verbal and written, are important for interacting with colleagues, clients, and stakeholders. Personal Secretaries should be able to communicate clearly, professionally, and tactfully in person, over the phone, and via email.
Time Management: They should have strong time management skills to prioritize tasks, manage their supervisor's schedule, and meet deadlines in a fast-paced environment. They should be able to handle interruptions and adapt to changing priorities as needed.
Problem-Solving Skills: Personal Secretaries should be resourceful and proactive in solving problems and addressing challenges that arise in the course of their work. They should be able to identify issues, propose solutions, and take initiative to resolve issues independently.
Discretion and Confidentiality: They should demonstrate discretion and maintain confidentiality in handling sensitive information and privileged communication. Personal Secretaries should be trustworthy and able to handle confidential matters with professionalism and integrity.
Interpersonal Skills: They should have strong interpersonal skills to build rapport with colleagues, clients, and stakeholders and work effectively as part of a team. Personal Secretaries should be approachable, helpful, and able to establish positive working relationships.
Adaptability: They should be adaptable and flexible in responding to changing needs and priorities in the workplace. Personal Secretaries should be able to work well under pressure, remain calm in stressful situations, and adjust their approach as circumstances evolve.
Applications are invited from suitably qualified Ugandans to fill the following posts which exist in Apac District Local Government and Apac Municipal Council.
Applications should be submitted in triplicates filled in own hand writing on Public Service Commission Form 3 (Revised 2008) to the Secretary, District Service Commission, P.O. Box 1, Apac. Serving Officers should route their applications through their Heads of Departments or responsible officers for endorsement who should be informed of the closing date to avoid delay.
.png)
.png)
.jpg)
