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

Key Responsibilities

Management/Administrative 

• Types letters, memoranda and other correspondence, as directed; 
• Retrieves and forwards Job Descriptions, as requested to the relevant officers; 
• Transcribed and reproduces Minutes of meetings; 
• Composes and types routine correspondence; 
• Receives and takes telephone messages and screens calls intended for officers; 
• Schedules appointments and arranges meetings; 
• Directs and screens visitors; 
• Maintains an efficient filing system; 
• Gathers information and compiles reports; 
• Undertakes research and distributes information to the relevant officers; 
• Accesses and forwards e-mails to the relevant officers; 
• Receives, forwards and directs fax to the relevant officers; 
• Creates and maintains database for the efficient functioning of the Unit; 
• Prepares and submits status reports, as required; 
• Perform any other related duties which may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Good interpersonal skills 
• Good oral and written communication skills 
• Strong customer and quality focus skills 
• Good interpersonal skills 
• Integrity 
• Compliance 
• Good time management skills 
• Good planning and organizing skills 
• Good problem solving and decision making skills 
• Excellent teamwork and cooperation skills 
• Confidentiality 

Technical 

• Proficiency in the Relevant Computer Applications 
• Proficiency in Typewriting at a speed of 40-55 w.p.m. 
• Proficiency in Shorthand at a speed of 80-100 w.p.m. 
• Knowledge of the Operations of Government/Knowledge of the Ministry’s Policies and Procedures 
• Excellent Records Management skills 
• Good Report Writing skills 

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 prescribed Office Professional Training Course at the Management Institute for National Development (MIND). 

 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 with 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. 

Please note that only shortlisted applicants will be contacted.