PRIVATE SECRETARY TO HIS EXCELLENCY THE GOVERNOR GENERAL

JOB TITLE: Private Secretary to the Governor General

JOB GRADE GMG/SEG 2

REPORTS TO: Senior Executive Assistant to the Governor General

RELATES TO: Aide-de-Camp to the Governor-General, Special Advisor to the Governor-General, Senior Executives, Private Secretary to Her Excellency, Executive Secretary

MANAGES: Not applicable

DEPARTMENT: Private Establishment

UNIT: The Executive Office

• JOB SUMMARY Under the supervision of the Senior Executive Coordinator to the Governor-General, the Private Secretary provides wide-ranging administrative, executive support, and personal services to the Governor-General and the Executive Office. The incumbent provides critical support for the execution of the constitutional, legislative, ceremonial, social, and personal affairs of the Governor-General. The post supports a broad range of official engagements, including Swearing-in Ceremonies, Royal and State Visits, Diplomatic Luncheons and Dinners, International Engagements, In-Audiences, Meetings, Courtesy Calls, and Tours. The incumbent also works closely with His Excellency in the management of personal affairs, including financial, medical, ICT-related, and other personal administrative matters. The Private Secretary is required to exercise a high degree of confidentiality, tact, discretion, sound judgement, responsiveness, and professionalism in managing sensitive information, coordinating official and personal matters, and facilitating communication and documentation on behalf of the Governor-General. The incumbent seeks to achieve the job purpose by embracing, demonstrating, and contributing to the Vision of the Office of the Governor-General and Staff: “A culture of excellence through people, performance and partnerships.”
• KEY OUTPUTS
• Research conducted and analysed
• Correspondence managed and dispatched
• Schedules and appointments coordinated
• Briefing materials prepared
• Travel arrangements for the Governor-General organised
• Personal transactions for the Governor-General conducted
• Official and personal engagements facilitated
• Meeting notes and minutes prepared
• Red Box documentation and related processes managed

10.Reports prepared

• Individual Work Plan developed and maintained
• Confidential filing and records maintained
• Mail logs and correspondence tracking systems maintained
• KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities

• Prepares briefing notes for courtesy calls, meetings, and other official engagements, to include profiles of individuals or organisations, relevant news items, background information, and other supporting material.
• Monitors the Governor-General’s weekly, monthly, and annual diaries in order to remain abreast of engagements and to ensure preparedness, timely responses, and effective coordination.
• Schedules appointments for the Governor-General as directed and ensures that all relevant parties are informed in a timely manner.
• Provides support to the Senior Executive Assistant for the Governor-General’s overseas travel, including booking travel, coordinating itineraries with relevant parties, preparing documentation to enable the processing of per diem and related entitlements, liaising with local or overseas Ministries, Departments, Agencies, and other authorities, ensuring that protocol arrangements are in place at all points of interaction, and securing appropriate accommodation and related logistics.
• Liaises with the relevant authorities to ensure that all passport, visa, and other travel requirements are prepared, processed, and submitted in a timely manner.
• Carries out personal business on behalf of the Governor-General, including banking, payment of bills, medical-related administration, ICT-related support, renewal of identification documents, and other personal administrative matters as directed.
• Monitors the receipt of speeches, remarks, event briefs, and related submissions in keeping with established timelines; liaises with the Press Secretary, the Aide-de-Camp, and other relevant officers to secure the information required for the Governor- General’s speaking engagements in advance.
• Drafts and prepares responses to correspondence and ensures timely dispatch in accordance with instructions and established standards.
• Maintains efficient and confidential filing systems, both electronic and manual, in keeping with the Standard Operating Procedures of the Executive Office.
• Ensures that the internal mail logging system is maintained through the accurate recording of incoming, outgoing, and returned correspondence and related documents.
• Coordinates with the King’s House Messenger/Driver and assigned police personnel for the delivery, collection, and movement of mail, documents, and other items as required.
• Conducts research for the Governor-General as required and compiles findings in an appropriate and useful format.
• Attends meetings as required; takes notes; transcribes where necessary; and prepares minutes, notes of meeting, decisions, and recommendations accurately and within established timelines.
• Prepares, sends, scans, copies, files, retrieves, and manages documents and correspondence on behalf of the Governor-General as required.
• Screens and manages telephone calls, enquiries, and visitors, and facilitates access or response in keeping with protocol, discretion, and instructions.
• Manages the movement, processing, and logistics relating to incoming and outgoing documentation associated with the Red Box, ensuring confidentiality, accuracy, and timeliness.
• Assists with protocol-related arrangements, invitation processes, and RSVP coordination for official, social, and community engagements as required.
• Ensures stakeholder coordination by liaising with relevant Ministries, Departments, Agencies, organisations, external visitors, members of the diplomatic corps, senior officials, and other stakeholders as necessary.
• Provides escort duties for visitors to the Governor-General in the absence of the Aide- de-Camp.

Management/Administrative Responsibilities

• Develops and maintains Individual Work Plans aligned to the operational priorities of the Office of the Governor-General.
• Prepares periodic reports for the Governor-General and other relevant stakeholders as required.
• Maintains appropriate customer service principles, standards, and responsiveness in the execution of duties. 4.Supports the efficient administration of the Executive Office by ensuring that assigned systems, processes, records, and follow-up actions are effectively maintained.

Human Resources Responsibilities N/A

Other Responsibilities

• Assists with ushering guests at events as required.
• Provides support for the preparation of invitations for King’s House events and monitors the RSVP process.
• Provides support for official, ceremonial, social, and community events before and during execution as required.
• Provides support as required in the absence of other officers, where so directed.
• Performs any other related duties and functions that may be assigned from time to time.
• PERFORMANCE STANDARDS
• Research is accurate, relevant, evidence-based where applicable, and presented in a clear and useful format within required timelines.
• Correspondence is drafted, processed, tracked, and dispatched in accordance with agreed standards and timelines.
• Schedules and appointments are effectively coordinated, updated as necessary, and communicated to relevant parties in a timely manner.
• Briefing materials are accurate, comprehensive, and prepared in the required format and within established timelines.
• Travel arrangements are efficiently organised and all relevant protocol, visa, passport, and administrative requirements are satisfied.
• Personal transactions for the Governor-General are conducted accurately, discreetly, and with timely updates provided.
• Meeting notes and minutes are prepared accurately and circulated within established timelines.
• Red Box responsibilities are managed with a high level of confidentiality, accuracy, and timeliness.
• Official and personal engagements are facilitated in keeping with established guidelines, protocol requirements, and instructions.
• Reports are prepared accurately and submitted in the required format and within established timelines.
• Confidential records, mail logs, correspondence logs, and filing systems are maintained in a secure, accurate, and readily retrievable manner.
• Professionalism, integrity, loyalty, discretion, and confidentiality are consistently demonstrated in the execution of duties and in personal conduct.
• Appropriate customer service standards are maintained in all interactions with internal and external stakeholders.

INTERNAL AND EXTERNAL CONTACTS

Internal Contacts (required for the achievement of the position objectives)

Contact (Title) and Purpose of Communication

1 .Governor General

Receive strategic guidance and professional support

Provide timely, expert advice, Render executive and personal support

• Aide-de-Camp to the Governor-General

Coordinate day-to-day matters relating to the Governor- General’s engagements, visitor access, protocol arrangements, and readiness of briefing and support materials.

• Special Advisor to the Governor-General

Exchange information and coordinate correspondence, briefing materials, meetings, and administrative follow-up on matters for the Governor-General’s consideration.

• Senior Executive Assistant to the Governor-General

Receive instructions, provide updates, and coordinate workflow

• Senior Executives

Provide support, build strong relationships to facilitate all functional matters and the exchange of information

• Private Secretary to Her Excellency

Coordinate schedules, engagements, and related support matters affecting Their Excellencies and facilitate the effective exchange of information.

• Executive Secretary

Coordinate correspondence, records, documentation, and administrative processes in support of the efficient operation of the Executive Office.

External Contacts (required for the achievement of the position objectives)

Contact (Title) and Purpose of Communication

• Ministries/Departments/Agencies, including the Office of the Prime Minister, the Ministry of Foreign Affairs and Foreign Trade.

Exchange information and coordinate official matters

• Contractors, suppliers and providers of services

Exchange information and follow up on service-related matters

• Other Stakeholders, example: Banks, Doctors, NGOs etc.

Conduct or facilitate official and personal transactions and secure information

• International Organisations

Members of the Diplomatic core and Senior Officials

Exchange information and coordinate official engagements

• AUTHORITY

Access confidential and sensitive information relevant to the post Accord priority status to incoming correspondence and matters requiring urgent action Coordinate directly with internal and external stakeholders on matters within the remit of the post Manage the movement and prioritisation of documentation, briefing materials, correspondence, and Red Box-related materials assigned to the Office of the Governor- General

• REQUIRED COMPETENCIES

Core Confidentiality in the execution of duties Excellent oral communication Excellent written communication Good customer and quality focus Good teamwork and cooperation Impeccable integrity Loyalty and discretion Ability to organise, prioritise, multitask, and meet deadlines

Technical Proficiency in Microsoft Office Suite and other relevant applications Excellent keyboarding and document management skills Knowledge of office management and administrative procedures and practices Ability to compose correspondence, briefing notes, minutes, and reports High level of initiative and self-motivation Strong interpersonal and negotiation skills Sound judgement and attention to detail Working knowledge of protocol requirements relevant to the Office

• MINIMUM REQUIRED EDUCATION AND EXPERIENCE

Bachelor’s degree in Office Administration, Management Studies, Public/Business Administration, or related social sciences; Five (5) years’ experience in an Office Management environment. AND Certified Administrative Professional – CAP OR Certified Professional Secretary – CPS;

• SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Work is performed in an office environment outfitted with standard office equipment and relevant software applications. The environment is fast-paced and requires ongoing interaction with critical stakeholders and the ability to meet tight deadlines, often under pressure. The incumbent may be required to travel locally in the execution of duties. Flexibility in scheduling is required, including occasional long hours and work on weekends and public holidays. The incumbent may be required to conduct personal administrative business on behalf of the Governor-General outside of the Office.