Main Duties:

A.     Signature process and document filing

Staff will submit any documents required for signatures in a tray available for the team.  There would be a tray available for two types of documents:

A             A. Payment instructions

2. Other documents for signatures

For the purpose of clarity, team member will ensure that:

·       Signatories are clearly indicated on the pack provided for signature;

·       Indication of the action to be taken:

o   Faxed with an indication of recipient and fax number;

o   Scanned and sent back to staff for electronic filing; and

o   Despatch to FSC, ROC and bank. Team Secretary will ensure that necessary entry is made in the despatch book and will also ensure acknowledgement of documents.

·       Couriered and sent to international recipient – staff to indicate name of recipient, address of recipient, email of recipient.

 

The TS should notify the recipient that a courier has been sent, through which courier company, the nature of documents being sent and the tracking number. The TS shall also prepare the disbursement sheet on your behalf.

·        Any other request such as notarisation, consularisation will also be handled by TS.

General rules: 

·       Once action is completed, the full pack is returned back to the team member; and

·       In case of despatch, courier or posting of original, a copy should be made and returned back to team members.

B.     Filing of documents

This Section applies for e-filing and physical filing. This Section applies also for filing of documents which have been going through process 1 above as well.

 

a)     Documents which have been received by Team Members electronically only should be renamed and stored directly by team members on the system;

 

b)     Documents which are physical (prepared internally, received from external sources, document from process 1 above) should be treated as follows:

1.     Indicate whether the document should be Scan & File (S&F), Scan (S) & Destroy (D), File (F) in light pencil.

Note that: 

·       Documents which are S&D will be destroyed after scanning;

·       Documents which are D will be destroyed;

·       All checklists should be scanned as the last page of the document;

·       Documents shall be renamed as per our renaming convention; and

·       Documents shall be saved on server as per our folder restructuring

 

All physical documents will be handed over to the respective team secretary by latest 16.00. 

2.     Filing of documents as per standard.

General Rules:

·       The maximum turnaround time to store the file on server is 24 hours;

·       The maximum turnaround time to store the physical documents on file is 48 hours;

·       Checklists should be at the back of the main documents; and

·       All supporting documents should be stored according to policy and NOT attached with the main documents sent for review (Except for Payment Instructions);

·       Upon handing over of files from the Set-up Team, TS to save all the documents on server as per our Folder Restructuring Convention.

 

C.     Typing & Formatting of documents

The Team Secretary would be required to help the team to attend to any typing and formatting of documents and which may include:

·       Typing of documents required by team members;

·       Formatting all word documents as per the template of Juristax or as per client’s requirement;

·       Handwritten corrections on documents to be inserted in the electronic version; and

·       Any other requests ancillary to the above.

D.    D.   Helping in the preparation of Board packs

The Team Secretary is required to help in the preparation of Board Packs, both electronic and physical, once the team members have provided the following information:

·       Agenda;

• Documents forming part of the Board pack;

·       Number of printed board packs required; and

·       Number of tablets required.

 

The Team Secretary shall be responsible for collating the Board pack, including section breaks and page numbering, printing and placing on tablets.

E.     Printing, Scanning and Photocopying of documents

The Team Secretary is required to assist in the Printing, Scanning and Photocopying of documents as and when requested:

·       Requests for printing will be made via email;

• Requests for scanning will be made via a tray labelled “other requests” and indicated via post it. Team Secretary to ensure that documents are properly renamed when sending to TMs.
• Requests for photocopying will be made via a tray labelled “other requests” and indicated via post it.

F.     Certified true copies of documents

The Team Secretary is required to assist you for request of CTC of documents internally.

Requests can be made via email and or a request placed in the tray labelled “other requests”.

The Secretary will be responsible for placing stamps and asking for signature.

G.    Binding of documents

The Team Secretary will be responsible for binding as may be required.  Requests need to be sent via email and placed in tray labelled “other requests”

H.    Others

·       Downloading of surveys on ODCS;

·       Assisting the team in internal reporting:

(a)   Filling in TRC Renewal sheet;

(b)   Filling in Minutes Schedule;

·       Monitoring of TRC renewal deadlines and effect TRC renewals;

·       Upon creation of physical files for new entities, relevant forms shall also be prepared by the TS, vetted by Team Secretaries and sent Nivesh for input on Microgen;

·       Tracking of courier until destination is reached;

·       Ordering of taxi and meals before 4 pm;

·       Scheduling of meetings, taxi and hotel arrangements;

·       Stationeries request for each team member on a weekly basis;

·       Filling in Bill4Time every day and inputting of all disbursements on Bill4Time;

·       Bank statement should be saved within 5 working days;

·       Team Secretary should send their pending list to Senior Secretary;

·       Engaging with team members on a regular basis to promote clean drawer policy; and

·       Complete of relevant forms.

Qualifications:

·       Minimum HSC;

·       Any qualification deemed equivalent by Management;

·       At least two years’ previous secretarial experience;

·       Accustomed to working under pressure for a demanding team;

·       Competent with Microsoft Office;

·       Polite telephone manner;

·       Good written and spoken English;

·       Team player;

·       Extremely organised;

·       Flexible;

·       Committed to quality and accuracy.