About CoRSU:
CoRSU was established in 2006 as a private non profit, non government organization in Uganda after extensive consultation with various stake holders. It is a Ugandan initiative which was encouraged and supported by CBM with the main aim of expanding and improving the rehabilitation services for children and people with disability.
The primary focus is on children with physical impairment for whom CoRSU provides orthopaedic and plastic/reconstructive surgical interventions and rehabilitation services. CoRSU provides free surgery for CWDs below 17 years of age; parents/guardians are expected to contribute towards hospital stay (accommodation and food).
Job Summary: The Personal Assistant (PA) will organise the office of the Chief Executive Officer (CEO) and ensure proper flow of information within CoRSU Hospital. The incumbent is responsible for taking Board minutes as well as those pertaining to the CEO’s meeting as shall be asked from time to time. He/she shall type documents, maintain a proper filing system (including retrieval of reports/critical documents), organise the CEO’s itinerary, schedule, receive and coordinate all visitors to the CEO, handle incoming/outgoing mail as well as telephone calls.
Key Duties and Responsibilities:
Updates and maintains a diary for the (CEO) for meetings, workshops, visitors, business trips and other engagements
Organize travel arrangements, and prepare requests for travel reimbursements for the CEO
Compose routine correspondence including institutional reports to be issued from the CEO’s Office
Take dictations and transcribe them, prepare/write minutes (including Board Minutes) and disseminate them as requested
Answer telephone calls, screen calls, and route them to the respective offices
Type confidential correspondence and other documents for the CEO and keep utmost secrecy of such issues
Organise Senior Management team (SMT) meetings and well as other meetings by the CEO and take minutes
Operate the office solutions requirements (equipment and stationary) including photocopying official documents
Receive and screen visitors to the CEO’s Office, arrange appointments for the CEO and ensure that they are properly co-ordinated
Actively facilitate communication between the CEO’s office and the Board, other departments; stakeholders/partners, as well as other organisations and individual persons.
Handle all outgoing and incoming mail, (ensuring regular post office box checks), sort and screen them, reply those that can be replied without consultation, and distribute the rest to the appropriate offices for action
Establish and maintain a proper document filing system
Ensure control usage of office stationery and office equipment issued to the CEO’s Office
Actively coordinate welfare services to the CEO’s office
Key Performance Indicators:
Minutes pertaining to CEO’s work and the Board well taken/prepared and disseminated
Well organised and managed Office of the CEO
Update dairy for the CEO’s movements
Correspondences to the CEO’s Office accurately screened
A good organisational image maintained in the CEO’s Office
Information prepared and distributed to appropriate offices on time
Speech writing for different functions the CEO will be expected to officiate at
High levels of confidentiality exhibited
Qualifications, Skills and Experience:
The candidate should hold a Degree in Secretarial Studies or its equivalent
Additional training in Office and Records Management
Past Public Relations/Customer Care training
A minimum of five or more years as an executive secretary in a senior office in a busy organisation
Self and Time Management
Possess excellent computer skills
Administrative procedures
Excellent command of the English language
Possess excellent communication skills
Interpersonal Relations
High degree or personal integrity
Confidentiality
Non-judgemental approach to human relations
How to Apply:
All suitably qualified and interested candidates are strongly encouraged to send their application letters with detailed CVs, motivation letters and copies of professional / academic certificates to hr@corsu.or.ug or hand deliver to the Head of Human resources, CoRSU Hospital, P.O. Box 46, Kisubi, Uganda.
Deadline: 20th February, 2015