Personal Assistant –
Principal’s Office – College of Medicine – Blantyre
To support the
principal by providing logistical, administrative, secretarial and general
management support, managing a busy calendar of appointments and meetings,
arranging agendas, meetings, itineraries and public engagement tasks
Administrative Work and
Services- Drafting and consolidating reports, attending to staff, students and
visitors in the Principal’s
Office, Monitoring responses and carrying out
routine correspondence, Assisting in logistical management and documentation of
meetings, workshops , seminars and other college activities inside and outside
the office, Supporting the logistics of the Principal’s programs, making travel
arrangements and managing travel requirements (tickets, flight and hotel
bookings, transport etc), attending meetings/workshops and writing draft
minutes, answering, screening, forwarding and/or returning phone calls and
messages, Coordinate Public Relations duties for the Principal’s office, In
liaison with ICT dept ensure that the Principal’s webpage and data base are
continuously updated and analysed
Office Coordination
and Management – Coordinating maintaining and prioritising Principal’s
schedule, Keeping an inventory and operating of all office equipment, Reporting
damages of office equipment to administration and organising and following up
the proper maintenance and repair, Regularly preparing list of events and
managing the Principal’s diary, Maintaining electronic records of minutes and
recommendations in a system that allows efficient and effective retrieval,
Ordering and managing of office equipment, consumables and accessories and
maintaining steady supplies, Establishing and/or updating of index of and data
on contract addresses, phone/fax numbers and email addresses regularly,
Developing, maintaining and updating the filing system in the Principal’s
Office for incoming and outgoing letters, faxes, and emails on a daily basis,
Maintaining confidentiality of information
Providing
refreshments and maintaining good communication with visitors, Organising, coordinating
and working with Office Assistants and other secretarial staff, Making
photocopies and scans documents when required
Advanced Diploma in
Secretarial management or Office Management equivalent, Shorthand 120 wpm,
Typing 50wpm (Advanced), Office Practice/Etiquette and English for Business
Communication, Bookkeeping and Commerce, Advanced certificate in computer
courses with expertise in MS Word, Access, Excel, Power Point is an added
advantage, Not less than 5 yrs in a very busy Senior Management Office
Computer literacy,
knowledge and excellent skills of personal computers and software packages such
as MS Word, MS Excel, MS Power Point, MS Access, Knowledge of electronic
calendaring and usage of social media for professionals, Willingness to learn
modern work procedures and have a zeal towards continuous improvement and
innovativeness, Ability to organise meeting venues, refreshments and equipment,
Proficiency in planning, reviewing and updating meetings schedules and
calendars for optimum use of available time, Good interpersonal skills required
in liaising with people at different levels within and outside the college to
grantee stakeholder satisfaction, Goo deplaning and organisation skills, Strong
business writing skills in English to be able to draft correspondence requiring
principal’s signature or approval, Dynamic self starter with a personal
ambition to succeed, Ability to work under pressure to meet tight deadlines, A
person with high integrity, Good communication skills and presentation skills
The position will
attract a salary with benefits commensurate with experience and qualifications
as applicable to staff at College of Medicine, Suitably qualified candidates
should forward their signed applications together with copies of relevant
certificates, detailed CVs and names and contacts of 3 traceable refs to
College The Registrar, College of Medicine, Private Bag 360, Chichiri, Blantyre
3 email address hr@medcol.mw only shortlisted
applicants shall be acknowledged, Applications should reach us not later than
25th March
