Details

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Ref NumberAD 129/19
Position TitleManager Secretariat (Re- advertised)
Closing Date20-Sep-2019
Location
College/DivisionDepartmentLocationNum
Office of the RegistrarDepartment of AdministrationNasinu - Valelevu x 1
Background The position holder manages the Department of Secretariat and associated operations under Office of Registrar at the University. The applicant must have experience in staff supervision, change management and the ability to motivate and train staff to quickly and efficiently adapt to, and embrace change, and effectively deliver services required of the Secretariat.
 
The position carries high level of responsibility and the ideal candidate is expected to display excellent communication skills, exceptional level of professionalism and ethical behaviour in dealing with both internal and external stakeholders. The Manager will be responsible and accountable for the effective and efficient functioning of the Department of Secretariat. 

Key responsibilities include:
•  Provide Service to the University Council and Council Subcommittees including the Senior Management Group and University Senate.
•  Quality and timeliness of minutes.
•  Follow-up of decisions of Council and committees
•  Oversees the Board Committee calendars and help determine and plan the frequency of meetings.
•  Attend to other matters of the Department of Secretariat as assigned by the Registrar and the Vice Chancellor.
•  Coordination of Council, Council Sub Committee, Senate and SMG Meetings
•  Editing to produce error free Minutes
•  Preparing papers for Council, Council Sub Committees, SMG and senate
•  Involvement in all University functions where Council and SMG is present. 
•  Oversee the digitization process of all Secretariat records
•  Analyse all reports prepared by department staffs and ensure they are consistent and accurate.
•  Supervise a team of Telephone Operators and ensure call transfer protocols are adhered to. 
•  Control the departmental budget
•  Authorize and take authority when and where needed
•  Lead the team members in achieving the goal set by the Department, Division and FNU 
•  Assist the Registrar in daily operations
•  Actively involved in stakeholder engagement / liaison
•  Oversee the University PABX system  
•  University mail delivery
•  Event Organization
•  Travel arrangements and logistics for Council members and SMG
•  Repository storage and management of secretariat records
•  Lead the digital strategy for the Secretariat
•  Leadership and management of secretariat staff
•  Oversee multi-campus secretariat operations

 
Person Specification
Essential
•  Degree with at least 4-5 years’ experience in a medium to large organization.
•  Excellent command of written and spoken English
•  Proven ability to supervise a team of minute writers
•  Ability to build complex meeting schedules with external and internal stakeholders 
•  Ability to manage a budget and drive projects

Desirable
•  Degree in English 
•  Experience in running a Secretariat
•  Experience of working in the tertiary education sector. 

Shortlisted candidates will undergo testing for soft and hard skills.

Salary Base Salary - $43,635.00 plus 10% superannuation.

Job Description Click here to download
Statement of Claim Guide Click here to download

Application Details

All applications are to include:
 • A covering letter of application addressing each of the criterion of the person specifications above, evidencing how your qualifications and experience meet the criteria. Guide on how to address your claims against the selection criteria can be downloaded from the link below.

Click here to Download

This covering letter will form the main basis for shortlisting. Failure to provide this covering letter will result in your application not being considered.

• A detailed CV and certified copies of all academic transcripts, three referees, with full contact details, including telephone numbers and e-mail addresses. Candidate should state their relationship with each referee (e.g., line manager, former postgraduate supervisor)

All applications must be submitted online using the University’s online job applications system which can be accessed at this address: https://careers.fnu.ac.fj/  . Applications sent via email or manually for all established (salaried) positions will not be accepted.

Should you have any queries or face difficulty submitting your application online , please email on: vacancy@fnu.ac.fj

Please note that only shortlisted candidates will be contacted. If you have not been contacted by Fiji National University, then your application has not been successful.

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