Success in the staffing industry depends on one thing: placing the right person in the right position. How is this accomplished? By knowing one's clients and candidates! Since 1978, Clovers Management & Training Consultants Ltd. has worked with thousands of businesses We have created dedicated, long-term partnerships with our clients, and we take grea...

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

• 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.
• 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.
• 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.
• 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.
• 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.

• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Good typing, document formatting, and minute-taking 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.

• A Diploma or Certificate in Secretarial Studies, Business Administration, Office Administration, or a related field.