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Government Vacancies Enquiry System
Job Number:
48042
Department:
Various Government Bureaux and Departments
Job Title:
Personal Secretary II
Salary:
Master Pay Scale Point 4 (HK$17,770 per month) to Master Pay Scale Point 15 (HK$34,060 per month).
Entry Requirements:
Candidates should have :
(a) (i) Level 2 or equivalent [Note (1)] or above in five subjects in the Hong Kong Diploma of Secondary Education Examination (HKDSEE) [Note (2)], or equivalent; or (ii) Level 2 [Note (3)] / Grade E or above in five subjects in the Hong Kong Certificate of Education Examination (HKCEE) [Note (2)], or equivalent;
(b) met the language proficiency requirements of Level 2 [Note (3)] or above in Chinese Language and English Language in HKDSEE or HKCEE, or equivalent;
(c) Chinese word processing speed of 20 words per minute and English word processing speed of 40 words per minute, and proficiency in the application of common business software [Note (4)]; and
(d) a pass result in the Basic Law and National Security Law Test [Note (5)].
Note:
(1) For civil service appointment purpose, “Attained” in Applied Learning subjects (subject to a maximum of two Applied Learning subjects), and Grade E in Other Language subjects in the HKDSEE are accepted as equivalent to Level 2 in the New Senior Secondary subjects in the HKDSEE.
(2) The subjects may include Chinese Language and English Language.
(3) For civil service appointment purpose, ‘Grade E’ in Chinese Language and English Language (Syllabus B) in the HKCEE before 2007 is accepted administratively as comparable to ‘Level 2’ in Chinese Language and English Language in the 2007 HKCEE and henceforth.
(4) Applicants should submit duly completed application forms and supporting documents (if applicable). Those who have passed the preliminary qualifications vetting will be invited to attend the Chinese and English word processing speed test and the test on the application of common business software of Microsoft Office Word 2016 and Excel 2016 (skills test).
(5) All applicants for civil service jobs will be assessed on their knowledge of the Basic Law and the National Security Law. A pass result in the Basic Law and National Security Law Test is an entry requirement for all civil service jobs. Only those candidates who have passed the Basic Law and National Security Law Test will be considered for appointment. For candidates who have not taken the relevant Basic Law and National Security Law Test or have not attained a pass result in the relevant Basic Law and National Security Law Test at the time of application, they may still apply for the job and arrangements will be made for them to take the relevant Basic Law and National Security Law Test during the recruitment process.
(6) At the time of application, applicants should possess the relevant academic qualifications and language proficiency.
(7) An invitation to the skills test or selection interview does not imply that the candidate has met the entry requirements of the post.
(8) As invitations or notifications will be sent to candidates by email, candidates should provide an accurate email address in the Application Form [G.F. 340 (Rev. 7/2023)]. To avoid missing any invitation or notification, candidates are responsible for (a) ensuring that the settings of their email accounts do not block emails from this Bureau; and (b) checking each incoming mailbox (including the spam folder) regularly.
Duties:
A Personal Secretary II is mainly deployed to carry out secretarial duties which may involve word processing, managing meetings and work schedule, handling enquiries and providing office support. A Personal Secretary II is subject to posting to any government offices in any districts of Hong Kong; is required to use information technology applications in the discharge of duties; and may be required to work irregular hours.
Terms of Appointment:
A new recruit will normally be appointed on civil service probationary terms for three years. Upon passage of probation bar, he / she may be considered for appointment on the prevailing permanent terms.
General Notes:
(a) Candidates must be permanent residents of the Hong Kong Special Administrative Region at the time of appointment.
(b) As an Equal Opportunities Employer, the Government is committed to eliminating discrimination in employment. The vacancy advertised is open to all applicants meeting the basic entry requirement irrespective of their disability, sex, marital status, pregnancy, age, family status, sexual orientation and race.
(c) Civil service vacancies are posts on the civil service establishment. Candidates selected for these vacancies will be appointed on civil service terms of appointment and conditions of service and will become civil servants on appointment.
(d) The entry pay, terms of appointment and conditions of service to be offered are subject to the provisions prevailing at the time the offer of appointment is made.
(e) The information on the maximum pay point is for reference only and may be subject to changes.
(f) Fringe benefits include paid leave, medical and dental benefits, and where appropriate, assistance in housing.
(g) Where a large number of candidates meet the specified entry requirements, the recruiting department may devise shortlisting criteria to select the better qualified candidates for further processing. In these circumstances, only shortlisted candidates will be invited to attend skills test / selection interview.
(h) It is Government policy to place people with a disability in appropriate jobs wherever possible. If a disabled candidate meets the entry requirements, he / she will be invited to attend the skills test / selection interview without being subject to further shortlisting. Applicants who have declared disabilities found suitable for appointment may be given an appropriate degree of preference over other applicants whose suitability for appointment is considered comparable to that of the former. The Government policy and other related measures on employment of persons with disabilities are set out in the booklet “Employ People Based on Their Abilities – Application for Government Jobs by Persons with Disabilities”.
(i) Candidates who have met the qualifications will be invited to attend the Personal Secretary Grade skills test. If the skills test result, academic qualifications and language proficiency of the candidates have met the requirements of the post of Personal Secretary II, they will be invited to attend the selection interview.
(j) The pass result of the Personal Secretary Grade skills test will be valid for two years counting from the date of the test. Having regard to the optimal use of government resources, candidates who failed the skills test / Basic Law and National Security Law Test (BLNST) / selection interview, withdrew from the application process or declined the offer should be suspended from making a new application unless after the following suspension periods –
(i) Failing the skills test or BLNST – three months counting from the date of the test;
(ii) Withdrawing the application before the selection interview (including absence for the skills test or BLNST / selection interview) – three months counting from the date of withdrawing the application (for absence, the date of absence);
(iii) Failing the selection interview – 12 months counting from the date of the selection interview; and
(iv) Withdrawing the application after the selection interview or declining the offer – 12 months counting from the date of withdrawing the application or declining the offer.
How to apply:
Applicants should submit the completed Application Form [G.F. 340 (Rev. 7/2023)] through one of the following means : (a) online through the Civil Service Bureau’s website (
https://www.csb.gov.hk/english/recruit/7.html
); or (b) by post to the contact address and specify “Application for the post of Personal Secretary II” on the envelope. If by post, the postmark date on the envelope will be regarded as the date of submission of application. To avoid delayed or unsuccessful delivery of applications, please ensure that the correct address is clearly printed or written on the envelope and sufficient postage has been affixed before posting. Mail items bearing insufficient postage will not be delivered to this Bureau and will be returned to the sender or disposed of by the Hongkong Post, where appropriate. An applicant will bear any consequences arising from not paying sufficient postage.
Application Forms [G.F. 340 (Rev. 7/2023)] can be obtained from any Home Affairs Enquiry Centres of District Offices, Home Affairs Department or any Job Centres of the Employment Services Division, Labour Department. The said form can also be downloaded from the Civil Service Bureau’s website (
https://www.csb.gov.hk/english/recruit/application/331.html
). The new version of application form for Government jobs G.F. 340 (Rev. 7/2023) has been in use with effect from 26 July 2023. If candidates submit the old version form G.F. 340 (Rev. 3/2013), they will be required to fill in the new G.F. 340 (Rev. 7/2023) afresh and submit it within seven days upon request. If candidates fail to submit the new G.F. 340 (Rev. 7/2023) within the stipulated deadline, their applications
will not be processed further
.
Applications which are incomplete, late, not made in the prescribed form or submitted by fax or email will
not
be accepted.
Holders of academic qualifications other than those obtained from Hong Kong institutions / Hong Kong Examinations and Assessment Authority may also apply but their qualifications will be subject to assessments on equivalence with the required entry qualifications. They should attach to their applications copies of their diplomas / certificates, official transcripts of studies and official documents stating the mode of delivery (e.g. full time / part time, on campus / distance learning, etc.) of the study programmes. To facilitate assessment of qualifications, the above documents on the prior qualifications obtained should also be supplied as far as possible. Those who apply online should submit copies of these documents by post to the contact address
within one week after the submission of application.
The online application number should be quoted on the envelope and on each page of copies of the supporting documents. If candidates fail to provide the supporting documents, their applications will
not
be considered.
Do not send any originals of diplomas / certificates or other qualification documents at this stage of application.
Copies of local qualification documents are
not
required at this stage of application.
Contact Address:
Recruitment Centre, General Grades Offices, Civil Service Bureau,
Room 3701-08, 37th Floor, Revenue Tower, 5 Gloucester Road, Wanchai, Hong Kong
Enquiry Telephone:
2594 6622 or 2594 6625
Closing Date(dd/mm/yyyy):
Applications are accepted all year round until further notice.
Newspaper(s) Advertised and Date(s):
Ming Pao Daily News and The Standard (6 October 2023)
Web Site of Department:
https://www.csb.gov.hk
Application via Internet:
Online GF340
Advertising Date
26/04/2024
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