Secretary at Pwani University

GRADE A 2 POSITION REF: PU/ADV/15/08/2019

Qualifications

This is an entry position to this cadre and appointment is on permanent and pensionable terms or on a two (2) year renewable performance-based contract depending on age, citizenship and any other reason.

Academic Qualification

• Applicants must have a Diploma in Secretarial Studies from KNEC or equivalent qualifications from a recognized institution.

Applicants must have passed the following seven subjects offered by KNEC:

• Shorthand III (80 w.p.m)
• Typewriting III (50 w.p.m)
• Computerized Document Processing III
• Business English III/ Communication III
• Office Practice III
• Commerce III
• Office Management III/ Office Administration and Management III
• Secretarial Duties III

In addition, the applicants

• Must have a certificate in computer applications from a recognized institution and knowledge in basic computer programmes such as word, excel and use of internet. Applicants with a working knowledge of ERP will have an added advantage
• Must have Practical knowledge of ISO
• Should show active involvement in International/Continental/Regional /National/ Local/Community activities

Experience

• Have at least two (2) years relevant work experience in similar or equivalent position in a busy office.

Skills

Applicants must have:

• Organizational skills
• Interpersonal skills
• Good communication skills
• Teamwork
• Practical knowledge of ISO
• Good communication

Responsibilities

The Successful candidate will report to the Head of the University Health Unit. Duties and responsibilities will include but not be limited to:

• Handling telephone calls and appointments.
• Receiving and assisting Visitors.
• Transfer calls to respective offices.
• Typing correspondences.
• Taking minutes in meeting as and when required.
• Directing patients to respective consultation rooms.
• Keying patients details in the Health Unit database. Register patients
• Ordering and maintaining stationery and equipment supplies
• Ensure security of records and documents.
• Receiving and dispatching of mails and documents.
• Creating and maintaining files and proper filing system.
• Filing and updating patients files/records /office documents and maintaining files as per ISO requirements.
• Operate reprographic machines.
• Confidentiality maintaining patients data and office records and information
• Perform any other duties assigned by the Supervisor.

Terms Of Service

Benefits for the above position include a competitive basic salary, house allowance, medical cover for staff and dependants, life Insurance, opportunities for further development and training and other regular allowances.