Secretary 2 (OPS/SS 2) - Veterinary Services Division

Key Responsibilities

• Takes dictation in shorthand, transcribes and composes documents on the computer; 
• Reproduces letters, memoranda and reports; 
• Opens, sorts and distributes incoming correspondence; 
• Dispatches outgoing mails; 
• Maintains Diary and schedules appointments; 
• Provides information to members of staff and visitors, as requested; 
• Screens and refers calls/visitors to relevant officers; 
• Receives and records sub-divisions applications and directs them to appropriate officers;
• Maintains an up-to-date Filing System. 

Required Knowledge, Skills and Competencies

Core: 

• Good interpersonal skills 
• Good oral and written communication skills 
• Strong customer and quality focus skills 
• Good problem solving and decision-making skills 
• Good conflict management skills 
• Good teamwork and cooperation skills 
• Good planning and organising skills 
• Excellent time management skills 
• Strong integrity 
• Methodical 
• Compliance 

Technical: 

• Excellent research skills 
• Good report writing skills 
• Proficiency in Keyboarding skills 
• Good working knowledge of records management 
• Proficiency in the relevant Software Applications 
• Proficiency in Shorthand at a speed of 80-100 w.p.m. 
• Proficiency in Typewriting at a speed of 40-55 w.p.m. 
• Knowledge of the operations of Government / knowledge of the Ministry’s Policies and Procedures 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language or equivalent 
• Proficient in typewriting at a speed of 40-45 words per minute 
• Successful completion of the Secretarial Qualifying Examinations or the Certificate in Administrative Management Level 1 or 2, Courses at the Management Institute for National Development (MIND). 
• At least one (1) years’ experience in the field. 

OR 

• CXC or GCE ‘O’ Level English Language 
• Proficient in typewriting at a speed of 40-45 words per minute 
• Training in word processing and spreadsheet applications. 
• Graduated from an accredited Secretarial School 
• At least three (3) years’ experience in the field. 
• At this level, Shorthand at a speed of 80-100 w.p.m. would be an asset. 

Special Condition Associated with the Job

• May be required to work beyond normal working hours. 
• May be exposed to dust 
• May sit for extended periods around a computer 
• Uses a keyboard to type for extended periods

Please note that only shortlisted applicants will be contacted.