Secretary/Receptionist at Clovers Management & Training Consultants Ltd

Job Purpose

• To provide efficient secretarial, administrative, and clerical support to management and the organization by ensuring effective communication, proper document management, accurate record-keeping, and smooth day-to-day office operations.

Key Responsibilities

Secretarial and Administrative Support

• Provide secretarial and administrative support to management and other departments as required.
• Prepare, type, format, and proofread letters, reports, memos, minutes, and other official documents.
• Manage the manager’s diary, schedule appointments, and coordinate meetings.
• Receive visitors and direct them to the appropriate offices or personnel.
• Answer, screen, and direct telephone calls professionally.
• Handle incoming and outgoing correspondence, including emails and physical mail.

Records and Document Management

• Maintain an organized filing system for physical and electronic documents.
• Ensure the safe custody and confidentiality of company records.
• Maintain accurate records, registers, and databases.
• Retrieve documents and information when required.
• Ensure documents are properly filed, updated, and accessible to authorized personnel.

Meeting and Travel Coordination

• Schedule meetings and appointments and communicate arrangements to relevant parties.
• Prepare meeting agendas, take minutes, and circulate them to the relevant participants.
• Follow up on action points arising from meetings.
• Assist in organizing official travel, including transport and accommodation arrangements where necessary.

Communication and Customer Service

• Handle telephone calls, emails, and inquiries professionally and promptly.
• Maintain effective communication with clients, suppliers, employees, and other stakeholders.
• Respond to routine inquiries and direct complex matters to the appropriate personnel.
• Ensure all visitors and callers receive courteous and professional service.

General Office Administration

• Monitor office stationery and other administrative supplies and coordinate replenishment.
• Assist in preparing administrative reports and maintaining office records.
• Support the coordination of daily office activities.
• Perform other administrative duties assigned by the supervisor or management.

Qualifications and Experience

• A Diploma or Certificate in Secretarial Studies, Business Administration, Office Administration, or a related field.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• At least 2 years of relevant experience in a secretarial or administrative role.
• Excellent written and verbal communication skills.
• Good typing, document formatting, and minute-taking skills.

Key Competencies and Skills

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Professional telephone etiquette and interpersonal skills.
• Ability to multitask, prioritize assignments, and meet deadlines.
• High levels of integrity and confidentiality.
• Good problem-solving and coordination skills.
• Ability to work independently and as part of a team.
• Professional appearance and a courteous, service-oriented attitude.

Performance Indicators

Performance will be assessed based on:

• Timely preparation and submission of correspondence and reports.
• Accuracy and proper maintenance of records and filing systems.
• Effective scheduling and coordination of meetings and appointments.
• Professional handling of calls, visitors, and correspondence.
• Adherence to confidentiality and organizational policies.
• Timely completion of assigned administrative tasks