Job Description - Personal Secretary II (Administrative Services) (NTE2407044)

Application Deadline: 2 August 2024
Date of Issue: 19 July 2024

Vacancy Notification Circular No. NTE2407044

Position    

:

Personal Secretary II (Administrative Services)

Rank    

:

Personal Secretary II

Department / Cluster

:

Administrative Services Division, New Territories East Cluster

Pay    

:

HK$18,427 to HK$37,590 (HGPS point 3 to 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 Chief Manager (Planning & Commissioning), NTEC and other senior staff or a department/section. The typical duties include:

1. General administrative duties as assigned including relieving support to the pool of secretaries.
2. Handle phone calls, enquiries and make referrals where appropriate.
3. Schedule appointments and manage diary.
4. Receive & dispatch and filling & tracking of documents.
5. Arrange transportation.
6. Word processing, typing and data processing.
7. Provide reception service when necessary.
8. Other related duties as assigned by supervisor.

Entry Requirements:

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 wpm) with good skills in word processing.

3.

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

4.

Good command of both spoken and written English & Chinese. 

Preferable Attributes/Exposure:

1. Excellent telephone manner and interpersonal/communication skills.
2. Ability and initiative to prioritize tasks.
3. Ability to communicate effectively with senior staff.

Remarks:

1.Serving staff who do not meet the academic requirements but with 3 years’ experience within HAHO or HA hospitals/institutions in word processing or typing, and have: 
(a) Grade E or above in English Language (Syllabus B) in the Hong Kong Certificate of Education Examination; or Level 2 or above in English Language in the Hong Kong Diploma of Secondary Education, or equivalent; OR 
(b) Passed the Hong Kong Government In-service Personal Secretary II Qualifying Examination; OR
(c) Grade E or above in the written part of Government Standard English Examination (Higher) may also be considered.