The functions of the **College Secretary can be grouped into the following three main areas:

General Administration

1. Providing administrative and secretarial services to :

• The Board of Governors
• The College Council
• The Board Committee
• The Council Committees

2. Preparing general correspondence and speeches and editing reports.
3. Promulgating and Implementing Government Ordinances:
   

• Disability Discrimination Ordinance
• Personal Data (Privacy) Ordinance
• Sex Discrimination Ordinance

4. Maintaining a Central Filing System.
5. Keeping a register of the following:

• All staff members
• All committee members of the Board of Governors, the College Council and their respective
  committees
• All committee members of committees other than those under the Academic Board and
  Academic Department(s)/Unit
  
• All records and regulations of the College

Information and External Relations

• Managing the collection, storage and distribution of information
  
• Co-ordinating the production of President's annual report
  
• Preparing and issuing press releases
  
• Producing promotion and publicity materials, including prospectus, leaflets, video tapes and the like.
  
• Co-ordinating the dissemination of information to internal staff members
  
• Co-ordinating the requisite management information to the Board of Governors, the College Council and their respective committees
  
• Maintaining a database of relevant in-coming and out-going information
  
• Collecting newspaper information relating to the College and other tertiary institutions

Human Resource Management

• Handling staff recruitment and appointments
• Conducting review of staff benefits
• Formulating staff training and development policies
• Co-ordinating staff training and development activities
• Co-ordinating staff appraisal
• Salaries administration
• Handling resignation and promotion
• Keeping and managing staff statistics
• Proposing and reviewing personnel policies and procedures
• Planning allocation of human resource
• Issuing certificates of service, testimonials and references
• Keeping registers of the following:
  • Contract renewal
  • Promotion
  • Leave and retirement
  • Dismissal and resignation
  • Salary scale and career structure
• Serving as Secretary to the Staffing Committee
• Serving as Member of and Secretary to the Recruitment Interview Panel
• Serving as Member of the Staff Development Committee
• Serving as Member of the Staff Affairs and Resources Committee

** The College Secretary serves as Secretary to the Board of Governors and the College Council:

• as Secretary to the Fund-Raising Committee under the Board of Governors;
• as Secretary to the Staffing Committee under the College Council.
• as Chairperson of the External Affairs Committee;
• as Chairperson/Member of the Quality Assurance Committee;
• as Member of the Staff Affairs and Resources Committee;
• as Member of the Staff Development Committee;
• as Observer of the Academic Board.