Job Number:

48583

Department:

Health Bureau

Division/Section/Unit:

Chinese Medicine Unit

Job Title:

Executive Assistant

Salary:

HK$35,080 per month

Entry Requirements:

Candidates should have -

(a) acquired a bachelor degree from a university in Hong Kong, or equivalent, preferably in Business Administration, Communications, Public Relations or Public Administration/Government Studies;

(b) met the language proficiency requirement of Level 3 or above in Chinese Language and English Language in the Hong Kong Certificate of Education Examination (HKCEE) or the Hong Kong Diploma of Secondary Education Examination (HKDSEE), or equivalent (Note 1); and

(c) at least three years’ post-degree full-time work experience in government or sizable public or private organisations in corporate communications and promotion, event management, project management, customer service or administration.

Candidates who possess the following attributes would be an advantage:

(a) knowledge of Hong Kong healthcare system, in particular knowledge of Chinese medicine (CM) as an integral part of the healthcare system in Hong Kong, its services and development in Hong Kong;

(b) experience in dealing with or working with the CM sector or CM-related work; and

(c) good command in Putonghua (Note 2).

Note 1: Grade C in Chinese Language and English Language (Syllabus B) in previous HKCEE are accepted administratively as comparable to “Level 3” in Chinese Language and English Language in the 2007 HKCEE and henceforth.

Note 2: Candidates should indicate the proficiency in Putonghua under the item “Academic Attainment” in the application form.

Candidates should –

(a) have good computer skills, such as the use of spreadsheet and, Chinese and English word-processing;

(b) have good command of spoken and written English and Chinese;

(c) have good communication and interpersonal skills;

(d) be receptive to advice and approachable to work as a team; and

(e) be able to work under pressure to meet imminent deadlines.

Duties:

The Executive Assistant will be deployed -

(a) to assist in liaising with event organisers and counterparts within the Government to provide necessary administrative and logistics support to the senior officers in attending functions, events or meetings;

(b) to provide on-site support to meetings, events and conferences;

(c) to conduct market research and analysis as appropriate to cater for public education and publicity programmes in relation to respective policy portfolio;

(d) to provide general executive support including handling day-to-day administrative work, procurement matters, incoming correspondences, arranging meetings and the logistics, drafting correspondences, preparing meeting materials and folders, compiling returns and receiving visitors, taking photos/videos, etc.;

(e) to handle messages and requests from event organisers/organisations and to assist in answering telephone calls and referring the subject matter to appropriate parties for timely follow up; and

(f) to perform any other duties as assigned by senior officers.

Note: The post holder may be required to work irregular hours or overtime, including evenings, weekends and public holidays, and work outdoors [if applicable].

Terms of Appointment:

Successful candidate will be appointed on non-civil service contract terms for one year. Renewal of contract will be subject to service need and the performance of the candidate.

Fringe Benefits

(a) A gratuity may be granted upon satisfactory completion of the contract. Such gratuity, if granted, plus any contribution made by the Government to a Mandatory Provident Fund (MPF) Scheme in respect of the appointee as required by the MPF Schemes Ordinance, will be equal to 10% of the total basic salary drawn during the contract period.

(b) Rest days, annual leave, statutory holidays, maternity leave/paternity leave and sickness allowance, where appropriate, will be granted on terms not less favourable than the provisions of the Employment Ordinance.

General Notes:

(a) Candidates must be permanent residents of the Hong Kong Special Administrative Region at the time of appointment unless specified otherwise;

(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) Non-civil service vacancies are not posts on the civil service establishment. Candidates appointed are not on civil service terms of appointment and conditions of service. Candidates appointed are not civil servants and will not be eligible for posting, promotion or transfer to any posts in the Civil Service.

(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) 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 recruitment examination and/or interview.

(f) 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 selection interview/written examination without being subject to any further shortlisting criteria. 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” which is available for reference on the Civil Service Bureau’s website at https://www.csb.gov.hk under “Administration of the Civil Service – Appointments”.

(g) 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 submit copies of their official transcripts and certificates by post or in person to the contact address below.

(h) Personal data provided by job applicants will be used by the Health Bureau for recruitment and employment-related purposes. It may be provided to government departments and other organisations or agencies authorised to process the information for purposes relating to recruitment by and employment with the Government e.g. qualifications assessment, medical examination, employer reference and integrity checking, etc. as may be necessary. For correction of or access to personal data, please write to the Data Protection Officer of Health Bureau by fax at 2541 3352, by email to (enquiry@healthbureau.gov.hk), or by post to 18/F, East Wing, Central Government Offices, 2 Tim Mei Avenue, Tamar, Hong Kong. Please visit Health Bureau’s website (https://www.healthbureau.gov.hk) for its personal data privacy protection policy.

How to apply:

(a) Applications should be made on Application Form G.F. 340 (Rev. 7/2023) which is obtainable 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).

(b) 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. Candidates who apply for Government jobs advertised on or after 26 July 2023 should use the new G.F. 340 (Rev.7/2023). 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.

(c) Applicants should list in detail the relevant academic/professional attainments and working experience in the application form. Completed application form, together with copies of documentary proof of possession of the required academic/professional qualifications (e.g. transcripts, certificates, etc.) and relevant working experience, must be submitted on or before the application deadline via one of the following means:

(i) apply by post to the contact address below on or before the application deadline. The postmark date will be regarded as the submission date of the application by post. Please mark “Application for the Position of Executive Assistant” on the envelope; or

(ii) apply in person to the contact address below on or before 6 pm of the application deadline.

(d) If candidates fail to provide the supporting documents as requested, their applications will not be considered. Applications not made in the prescribed form or which are incomplete or late will not be considered.

(e) To avoid delayed or unsuccessful delivery of applications by post, 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 be returned to the senders or disposed of by the Hongkong Post. Applications returned to the sender due to insufficient postage must be resubmitted on or before the closing date and time.

(f) Candidates who are selected for interview will normally receive an invitation in about six to eight weeks from the closing date for application. All applications will be treated in strict confidence. Those who are not invited for interview may assume that their applications are unsuccessful.

(g) As invitations or requests for supplementary information will be sent to candidates by email, candidates should provide an accurate email address in the prescribed form and are responsible for checking their emails.

Contact Address:

Chinese Medicine Unit, Health Bureau, 16/F, Revenue Tower, 5 Gloucester Road, Wan Chai, Hong Kong

Enquiry Telephone:

25945810

Closing Date(dd/mm/yyyy):

05/11/2024 18:00:00

Application via Internet:

Not Applicable

Advertising Date

23/10/2024