Position

:

Personal Secretary II

Rank

:

Personal Secretary II

Cluster / Hospital /

Department: :

Hong Kong West Cluster  / Department of Family Medicine & Primary Healthcare

Salary

:

HK$17,922  – HK$36,570 (HGPS point 3 – 15) per month including Monthly Allowance

Up to 15% of total basic salary (after deducting the contribution of Mandatory Provident Fund by Hospital Authority) as end-of-contract gratuity may be offered to contract staff upon completion of the contract subject to satisfactory performance.

Key Responsibilities:

Provide secretarial and general support to senior staff and department independently. The typical duties include:

1.

Manage daily and schedule meetings and appointments, maintaining an events calendar and sending reminders for senior staff.

2.

Liaise and co-ordinate meetings / programmes / activities.

3.

Take dictation and minutes of meetings when necessary.

4.

Answer enquiries, perform reception services as necessary.

5.

Perform administrative and secretarial support to the department as necessary.

6.

To collect, verify and compile record.

7.

Perform word processing, typing and data processing.

8.

Maintain filing and tracking of documents.

9.

Produce reports, presentations and briefs.

10.

Perform any other duties as assigned.

Entry Requirement:

1.

(a)

Passes in 5 subjects in the Hong Kong Certificate of Education Examination including English Language (Syllabus B), or equivalent; OR

(b)

5 subjects in the Hong Kong Diploma of Secondary Education attaining the level specified below:

 -

Level 2 in English Language; and

 -

Level 2 in New Senior Secondary subjects/ “Attained” in Applied Learning subjects (subject to a maximum of 2 subjects under this category)/ Grade E in Other Language subjects, or equivalent.

2.

Typing speeds of 50 w.p.m. with good skills in word processing.

3.

Knowledge of common office automation (e.g. E-mail, Internet / Intranet, etc.) and PC applications (e.g. Excel, MS word, Chinese word processing, PowerPoint, etc) & other secretarial skills (eg audio typing and shorthand)

4.

Good command of both spoken and written English & Chinese.

Preferred Attributes:

1.

Tertiary education preferred.

2.

1-2 years of experience as a Personal Secretary or Administrative Assistant would be advantageous.

3.

Possess working experience in clinical departments and have knowledge in medical terminology are preferable.

4.

knowledge of office management system and human resource related procedures.

5.

Outstanding organizational and time management skills.

6.

Knowledge and experience in Audio-typing.

7.

Good telephone manner and exceptional interpersonal skills.

8.

Excellent written and verbal communication skill.

9.

High degree of multitasking, prioritize daily workload and work independently,

10.

Relevant working experience especially with exposure in project management and event organizing functions.