Year-round Recruitment of Personal Secretary II

Year-round Recruitment of Personal Secretary II has commenced since 6 October 2023.

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.

Entry Requirements

Candidates should have:

1. (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;
2. met the language proficiency requirements of Level 2 [Note (3)] or above in Chinese Language and English Language in HKDSEE or HKCEE, or equivalent;
3. 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
4. a pass result in the Basic Law and National Security Law Test [Note (5)].

Notes:

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 complete application 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.

Terms of Appointment and Conditions of Service

New appointees to the Personal Secretary II rank will be appointed on civil service probationary terms for three years. The entry pay for a Personal Secretary II is Master Pay Scale Point 4. Upon passage of probation bar, they will be considered for appointment on the prevailing permanent terms.

Apart from monthly salary, officers appointed also enjoy a range of fringe benefits, including vacation leave, medical and dental benefits, and where appropriate, housing benefits.

Career Prospect

There are five ranks in the Personal Secretary Grade. Promotion is considered on the basis of character, ability and performance.

Video of Personal Secretary Grade

How to Apply

Starting from 27 July 2024, applicants should submit the application form [G.F. 340 (Rev. 7/2023)] through the on-line application system on the Civil Service Bureau’s webpage.

Applications which are incomplete or submitted by post, 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. Applicants should submit 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 by post to the Recruitment Centre, General Grades Offices, Civil Service Bureau (Room 3701-08, 37th Floor, Revenue Tower, 5 Gloucester Road, Wanchai, Hong Kong) within one week after the submission of on-line application. The online application number should be quoted on the envelope and on each page of copies of the supporting documents. To facilitate assessment of qualifications, the above documents on the prior qualifications obtained should also be supplied as far as possible. If applicants 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.

At the time of application, applicants should possess the relevant academic qualifications and language proficiency.

An invitation to the skills test or selection interview does not imply that the candidate has met the entry requirements of the post.

As invitations or notifications will be sent to candidates by email, candidates should provide an accurate email address when applying through the on-line application system. To avoid missing any invitation or notification, candidates are responsible for (i) ensuring that the settings of their email accounts do not block emails from this Bureau; and (ii) checking each incoming mailbox (including the spam folder) regularly.

Candidates who have met the qualifications will be invited to attend the Secretarial Grades 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.

The pass result of the Secretarial Grades 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 –

1. Failing the skills test or BLNST – three months counting from the date of the test;
2. 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);
3. Failing the selection interview – 12 months counting from the date of the selection interview; and
4. 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.

Contact Address

Recruitment Centre, General Grades Office, Civil Service Bureau
Room 3701-08, 37th Floor, Revenue Tower, 5 Gloucester Road, Wanchai, Hong Kong

Enquiry Telephone

2594 6622 or 2594 6625