Background

The Copperbelt University is a Public University established through an Act of Parliament No. 19 of 1987. The University’s core business is Teaching, Research, Innovation, Industrialisation and Community Engagement as a service to the nation. The University is an equal opportunity employer and hereby invites applications from suitably qualified and experienced candidates for appointment to fill in the following support staff positions:

Job Purpose

To provide executive support to the Head of Department in the day-to-day running of their respective offices.

Main Duties and Responsibilities:

• Responds to inquiries requiring interpretations of routine policies, rules, and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations;
• To maintain administrative, fiscal, and academic records and to prepare reports and answer questions from such records;
• To establish and maintain effective working relationships with officials, employees, students, and associates, and to effectively convey information;
• Interviews, screens, and refers clients and general callers, answers telephones, and makes appointments for supervisors;
• Maintains an accurate and up-to-date filing system;
• Takes, transcribes, checks, and proofreads complex and technical dictation - using shorthand - consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and contracts and proposals;
• Composes routine letters, memorandums, and various articles;
• Operates photocopy and fax machines, calculators, and other office machines;
• Maintaining petty cash float in respective schools/departments/units;
• Assists with the organisation of meetings, including venue availability and hospitality; and
• Performs any other secretarial duties related to work as required.

Qualifications and Experience:

• Grade 12 or Form V Certificate, minimum of 5 ‘O’ levels with credit or better, including English and Mathematics;
• Must have attained a Shorthand Speed of 100 words per minute or better and Typing Speed of 65 words per minute or better from Pittman’s or the Examinations Council of Zambia qualifications;
• A Diploma in Human Resource Management/Business/Public Relations will be an added advantage; and
• Minimum of three (03) years working experience in office management.

Required Competencies and Behavioral Attributes:

• Must have good knowledge of oral and written English;
• Knowledge of office practices, procedures, systems, and equipment;
• Must be responsible, mature, reliable, and have a high level of confidentiality;
• Must be flexible and able to make independent decisions;
• Wide experience in Office Practice and Office Management;
• Good interpersonal skills;
• Must be innovative and disciplined; and
• Must be computer literate and able to use computers efficiently for word processing, emails, and bookkeeping using a spreadsheet program, and to enter and maintain schedules and produce departmental reports.

Reporting Relationship

• Immediate Supervisor: Head of Department/Unit
• Salary Scale: PSS 06

Additional Notes

“WOMEN ARE ENCOURAGED TO APPLY”

• Responds to inquiries requiring interpretations of routine policies, rules, and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations;
• To maintain administrative, fiscal, and academic records and to prepare reports and answer questions from such records;
• To establish and maintain effective working relationships with officials, employees, students, and associates, and to effectively convey information;
• Interviews, screens, and refers clients and general callers, answers telephones, and makes appointments for supervisors;
• Maintains an accurate and up-to-date filing system;
• Takes, transcribes, checks, and proofreads complex and technical dictation - using shorthand - consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and contracts and proposals;
• Composes routine letters, memorandums, and various articles;
• Operates photocopy and fax machines, calculators, and other office machines;
• Maintaining petty cash float in respective schools/departments/units;
• Assists with the organisation of meetings, including venue availability and hospitality; and
• Performs any other secretarial duties related to work as required.

• Good knowledge of oral and written English
• Knowledge of office practices, procedures, systems, and equipment
• Responsible, mature, reliable, and have a high level of confidentiality
• Flexible and able to make independent decisions
• Wide experience in Office Practice and Office Management
• Good interpersonal skills
• Innovative and disciplined
• Computer literate and able to use computers efficiently for word processing, emails, and bookkeeping using a spreadsheet program, and to enter and maintain schedules and produce departmental reports

• Grade 12 or Form V Certificate, minimum of 5 ‘O’ levels with credit or better, including English and Mathematics
• Shorthand Speed of 100 words per minute or better and Typing Speed of 65 words per minute or better from Pittman’s or the Examinations Council of Zambia qualifications
• A Diploma in Human Resource Management/Business/Public Relations will be an added advantage