STANDARD PRACTICE

NATIONAL OCCUPATIONAL SKILLS STANDARD (NOSS) FOR;

EXECUTIVE SECRETARYSHIP
LEVEL 3
1. INTRODUCTION

Based on the Third Industrial Master Plan, between 2006 and 2009,
business and professional services grew at 6.3% and contributed 2.6% of
GDP in 2009, equivalent to RM13.3 billion. This sector has the potential to
raise productivity through intra and inter sectorial linkages and the diffusion
of best practices and technology. In addition, it will continue to generate
knowledge-intensive employment opportunities in line with moving to a high
income economy. The target is to increase this sectors contribution to 3.3%
of GDP by 2015. To achieve this target, the focus will be on further
developing construction related and environmental management services.
On April 22, 2009 the Government had further liberalised the services sector
to attract more foreign investments and bring more professionals and
technology as well as strengthen competitiveness of the sector. Recognising
the growth potential in the services sector, the Government has decided to
immediately liberalise 27 services subsectors, with no equity condition
imposed. These sub-sectors are in the areas of health and social services,
tourism services, transport services, business services and computer and
related services.
As at December 2005, a total of 106 Operation Headquarters (OHQs) have
been approved by the Malaysian Industrial Development Authority (MIDA)
for company in Malaysia. Of these, 82 have started operation. These
companies are located outside the MSC Malaysia and engaged in providing
business services, including outsourcing, R&D, back room operations and
other qualifying business services, to their groups of related companies
within and outside Malaysia.
Investments in the services sector in January-March 2012 totalled RM17.64
billion with 1,197 approved projects. Domestic investments in JanuaryMarch 2012 accounted for 68.4 per cent (RM12.07 billion), while foreign
investments were 31.6 per cent (RM5.58 billion). The projects approved
during this period are expected to provide 19,894 job opportunities. With
reference to the Third Industrial Master Plan and The Tenth Malaysian Plan,
it is critically to have skilled personnel from the business services industry.

This NOSS is revised and developed by focusing on the Executive

Secretaryship area of the offices or OHQs.
The demand for qualified and experienced Executive Secretaryship
personnel is important as of now and may increase in the near future.
Hence, the development of this NOSS is essential for the industry to have
certain guidelines and standards based on the level of competencies that
have been set by the industrial experts in this field.
Based on the development findings, it was decided that the entry level for
Executive Secretaryship personnel career is at Level 3. The justification is
based on the nature of work that requires competency in performing a broad
range of varied work activities, performed in a variety of contexts, most of
which are complex and non-routine. There is considerable responsibility and
autonomy and management or guidance of others is often required.
This NOSS provides first-hand information to the workers regarding the
Executive Secretaryship working environment. This NOSS also provides a
career path and employment development for those involved in this industry.

Pre Requisite
There is no specific pre requisite for this job title. The minimum entry
qualifications are those with interest to work in the area as mentioned above.
The candidate must be able to read, write and have interest in the Executive
Secretaryship.

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2. OCCUPATIONAL STRUCTURE
Existing Occupational Structure
SECTOR

BUSINESS MANAGEMENT

SUB SECTOR
LEVEL\JOB
AREA
LEVEL 5

BUSINESS & FINANCE

LOGISTIC

Not Available

LEVEL 4
LEVEL 3

Logistic Supervisor

LEVEL 2

Logistic Technician

LEVEL 1

Logistic Assistant
Technician

FORWARDING
Forwarding Operation
Manager
Forwarding Operation
Executive
Forwarding Operation
Supervisor
Forwarding Operation
Coordinator
Forwarding Clerk

LEGAL SECRETARY

E-ADMINISTRATOR

SECRETARY

Not Available

Chief Legal Clerk

E-Administrator

Executive Corporate
Secretary

Legal Clerk

Administration
Assistant

Secretary

Junior Legal Clerk

Clerk

Junior Secretary

Figure 1.1 Existing Occupational Framework Matrix for Business & Finance-Sub sector of
Business Management in Malaysia

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Proposed Occupational Structure

SECTOR

BUSINESS MANAGEMENT

SUB SECTOR
LEVEL\JOB
AREA
LEVEL 5

BUSINESS & FINANCE

LOGISTIC

Not Available

LEVEL 4
LEVEL 3

Logistic Supervisor

LEVEL 2

Logistic Technician

LEVEL 1

Logistic Assistant
Technician

FORWARDING

LEGAL SECRETARY

Forwarding Operation
Manager
Forwarding Operation
Executive
Forwarding Operation
Supervisor
Forwarding Operation
Coordinator

E-ADMINISTRATOR

SECRETARY

ADMINISTRATIVE MANAGEMENT
ADMINISTRATIVE MANAGEMENT
EXECUTIVE SECRETARYSHIP

No Level
No Level

Forwarding Clerk

Figure 1.2 Proposed Occupational Framework Matrix for Business & Finance-Sub sector of
Business Management in Malaysia

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3. DESCRIPTION OF COMPETENCY LEVEL

The NOSS is developed for various occupational areas. Candidates for certification
must be assessed and trained at certain levels to substantiate competencies.
Below is a guideline of each NOSS Level as defined by the Department of Skills
Development, Ministry of Human Resources, Malaysia.
Malaysia Skills Certificate Level 1:
(Operation and Production Level)

Competent in performing a range of varied

work activities, most of which are routine and
predictable.

Malaysia Skills Certificate Level 2:

(Operation and Production Level)

Competent in performing a significant range

of varied work activities, performed in a
variety of contexts. Some of the activities are
non-routine
and
required
individual
responsibility and autonomy.

Malaysia Skills Certificate Level 3:

(Supervisory Level)

Competent in performing a broad range of

varied work activities, performed in a variety
of contexts, most of which are complex and
non-routine.
There
is
considerable
responsibility
and
autonomy
and
management or guidance of others is often
required.

Malaysia Skills Diploma Level 4:

(Executive Level)

Competent in performing a broad range of

complex technical or professional work
activities performed in a wide variety of
contexts and with a substantial degree of
personal responsibility and autonomy.
Responsibility for the work of others and
allocation of resources is often present.

Malaysia Skills Advanced Diploma

Level 5: (Managerial Level)

Competent in applying a significant range of

fundamental
principles
and
complex
techniques across a wide and often
unpredictable variety of contexts. Very
substantial personal autonomy and often
significant responsibility for the work of
others and for the allocation of substantial
resources features strongly, as do personal
accountabilities for analysis, diagnosis,
planning, execution and evaluation.

4. MALAYSIAN SKILL CERTIFICATION

Candidates after being assessed, verified and fulfilled Malaysian Skill
Certification requirements shall be awarded with Diploma Kemahiran Malaysia
(DKM) for Level 4 as for Level 5 shall be awarded with Diploma Lanjutan
Kemahiran Malaysia respectively. All candidates are also recommended to
undergo on job training to attain knowledge and skills in the Office
Management field of work.
Assessment must be in accordance with the following:
This NOSS outlines Competency Unit (CU) in the Office Management working
environment as required by the industry and has been developed and
documented following extensive collaboration across key Malaysian
organisations. To meet the requirements of this industry, it is imperative that
the CU outlined follow a high standard as well as maintenance of consistency
throughout the assessment process. This can only be done by stipulating a
precise framework in which the assessment of CU must be conducted. The
training & assessment of an Office Management practitioner must be
deployed in accordance with JPK policy and standard as follows:
a) The final assessment of competence must include the combination of
documented continuous assessment conducted by the facilitator during
training and the results of post-training examination;
b) The post-training examination must be practical in nature and involve
demonstration & application of the CU utilizing real equipment and realworld examples;
c) The CU as outlined in this NOSS must be assessed throughout the
training program and during a post-training examination;
d) The learning environment and facilities need to be in accordance with the
requirements of the industries;
e) The development and assessment of the CU must demonstrate that they
develop transferable skills;
f) The development and assessment of the CU must include documentation
by candidates both during training and examination; and
g) All training and assessment materials must be mapped and verified to be
in accordance with the NOSS Office Management by a panel of industry
subject matter experts appointed by JPK.

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5. JOB COMPETENCIES
Executive Secretaryship personnel (Level 3) are competent in performing:

Hospitality Administration
Office Documentation
Filing Administration
Petty Cash Administration
Meeting & Event Coordination
Travel Arrangement
Legal Work Administration

6. WORKING CONDITIONS
Generally they work in comfortable office settings, from under normal working
hour, from morning to evening depending on organization nature of business.
They may be required to work extra hours to fulfil internal and external
requirement. Executive Secretaryship personnel usually work in offices with other
professionals in schools, hospitals, corporate settings, legal firm or in medical
offices. They perform more difficult and complex administrative support tasks
involving a thorough knowledge of the policies and procedures for their functional
areas with a significant degree of independent judgment. They are assigned
significant responsibility for carrying out administrative and office secretarial
duties, frequently of a complex, highly sensitive, and confidential nature in an
assigned functional area, often in a rapidly changing environment. They may also
lead a small number of staff and perform technical duties in support of assigned
operations.
7. EMPLOYMENT PROSPECTS
Executive Secretaryship personnel are employed in organizations of every type.
Almost 3 out of 5 Executive Secretaryship personnel are employed in firms
providing services, ranging from education, legal and health to business services.
Others work for firms engaged in manufacturing, construction, wholesale and
retail trade, transportation, and communications. Banks, insurance companies,
investment firms, and real estate firms are also important employers, as are
Federal, State, and local government agencies.
8. TRAINING, INDUSTRIAL RECOGNITION, OTHER QUALIFICATION AND
ADVANCEMENT
As per career advancement, most competent administrative management
personnel learn their competency on the job. They usually begin their career as
secretary, assistant administration up to the level of executive secretary. They
gradually learn their new skills as they gain experience for career advancement.

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9. SOURCES OF ADDITIONAL INFORMATION

Local

Malaysian Association of Professional Secretaries & Administrators

(MAPSA)
Rumah MAPSA
No. 15 Lorong Tempinis Kiri Satu
Lucky Garden
59100 Bangsar
Kuala Lumpur
Tel: +603-2282 8308 Fax: +603-2282 5884
URL: http://www.mapsa-malaysia.com

International

The International Association of Administrative Professionals (IAAP)

P.O. Box 20404
Kansas City, MO 64195-0404
United States of America
Phone: 816.891.6600 Fax: 816.891.9118
URL: http://www.iaap-hq.org/

The Association of Secretaries and Administrative Professionals in Asia

Pacific (ASA)
RM 2418-24th Floor, Cityland 10 Tower II
H. V. Dela Costa Corner Valero Streets
Makati City, Philippines
Phone: +63 2 (8136468) Fax: +63 2 (8185136)
URL: http://www.asapap.org

viii

10. ACKNOWLEDGEMENT
The Director General of DSD would like to extend his gratitude to the
organisations and individuals who have been involved in developing this
standard.
This standard has been checked by the Standard Technical Evaluation
Committee (STEC). Panel members of STEC are listed below:

NO

NAME

1.

Pn. Daisy Elizabeth Christina

Fernandez

2.

Pn. Salawati binti Jainan

3.

4.

5.

Pn. Sylvia Adele Thomas

Pn. Janet Chin Yoke Foong

Pn. Usha Devi C Kochugovindan

COMPANY
Salcon Engineering Berhad
15th Floor, Menara Summit
Persiaran Kewajipan USJ 1
47600 UEP Subang Jaya
Selangor
Adsofea Advertising Sdn Bhd
Level 15, 1 First Avenue 2A
Dataran Bandar Utama Damansara
47800 Petaling Jaya
Selangor
No. 2, Lorong Sanggul 1B
Bandar Puteri
41200 Klang
Selangor
The International School of Kuala Lumpur
50400 Kuala Lumpur
Taylor Nelson Sofres Malaysia Sdn Bhd
Level 33, Menara Multi-Purpose
Capital Square
No. 8, Jalan Munshi Abdullah
50100 Kuala Lumpur

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11. COMMITTEE MEMBERS FOR DEVELOPMENT OF STANDARD PRACTICE

(SP), COMPETENCY PROFILE CHART (CPC), COMPETENCY PROFILE (CP)
AND CURRICULUM OF COMPETENCY UNIT (CoCU)

EXECUTIVE SECRETARYSHIP

1.

2.

LEVEL 3

PANEL EXPERTS
Advisory Council Member
Pamela Poh Siau Chui
Malaysian Association of Professional
Secretaries & Administrators (MAPSA)
Member
Christine Looi Siew Fun
Malaysian Association of Professional
Secretaries & Administrators (MAPSA)

3.

Kalarani Kandasamy

Personal Assistant / HR Executive

Medas Corporation Sdn Bhd

4.

Norhayati Binti Othman

Executive Secretary
PERODUA Berhad

5.

Rohasheila Binti Ramli

Secretary
Kajang Municipal Council

6.

Zaliza Binti Malik

Executive Secretary
Olio Resources Sdn Bhd

7.

Khairuniswa Binti
Mohamad Isa

Executive Secretary
EMIR Enterprise Sdn Bhd

8.

Maebel Leong Sai Fong

Senior Assistant Secretary

Ministry of Tourism Malaysia
FACILITATOR

11. Abu Musa Bin Mohamad Isa

CO-FACILITATOR
12.

Siti Wafiah Binti Zahari

COMPETENCY PROFILE CHART (CPC)

SECTOR

BUSINESS MANAGEMENT

SUB SECTOR

BUSINESS & FINANCE

JOB AREA

EXECUTIVE SECRETARYSHIP

JOB LEVEL

THREE (3)

JOB AREA CODE

FB-025-3:2012

COMPETENCY

CORE

ELECTIVE

COMPETENCY UNIT

HOSPITALITY
ADMINISTRATION

OFFICE
DOCUMENTATION

FILING ADMINISTRATION

PETTY CASH
ADMINISTRATION

FB-025-3:2012-C01

FB-025-3:2012-C02

FB-025-3:2012-C03

FB-025-3:2012-C04

MEETING & EVENT

COORDINATION

TRAVEL ARRANGEMENT

FB-025-3:2012-C05

FB-025-3:2012-C06

LEGAL WORK
ADMINISTRATION

FB-025-3:2012-E01
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