PRIVATE SECRETARIES TO SECRETARIES/ADDITIONAL SECRETARIES/ HEADS OF ATTACHED DEPARMENTS.
1. To attend Telephone and to keep record of truck calls.
2. To screen callers and telephone calls.
3. To arrange engagements and maintain an engagement diary
4. To prepare papers for meetings and interviews.
5. To see that matters requiring the Secretary's/Additional Secretary's attention are brought to his
notice in good time and in complete and proper form.
6. To maintain an index N.G.O cases.
7. To receive and arrange and where necessary register the Secretary's [a[ers amd correspondence
including secret and top secret papers.
8. To keep record of suspense cases and to see that such cases are put up to Secretary on due dates.
9. To keep reference books up-to-date.
10. To attend to work connected with Secretary's/Additional Secretary's tour etc.
11. To assist the Secretary in such matters as he may direct.
12. To keep proper record of movement of files and other classified documents.
13. To receive and conduct visitors.
EXTRA DUTIES.
14. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
9. To keep reference books up-to-date.
10. To attend to work connected with Secretary's/Additional Secretary's tour etc.
11. To assist the Secretary in such matters as he may direct.
12. To keep proper record of movement of files and other classified documents.
13. To receive and conduct visitors.
EXTRA DUTIES.
14. FAX machine working in conjunction with tel/radio or any other means of communication without a crypto cover does NOT offcer any security to the material being faxed thereon or there through. To ensure security in relations to the Fax installed in the Government Departmens, the following instructions will be followed;-
A. Fax will be handled/operated by a designated person approved by the head of the Department and record maintained.
B. Fax will always be kept under lock and key of the designated operator.
C .Records of all documents transmitted or received on a Fax will be maintained on a register to be checked at suitable intervals under arrangements of Head of the Department.
D. Fax will be fed with a code number for gaining access to its functioning and changed frequently.
E. Fax will be operated for transmission only after telephonic contact between the two Fax operators has been established.
F. In case Fax is used for photocopying the official documents instructions for use of photocopying machine will be followed.
G. No classified documents of confidential or above security classification will be transmitted on the Fax which is not provided with the security equipment.
15. COMPUTER WORK
16. OFFICIAL EMAIL CHECKING ON DAILY BASIS.
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