SECRETARYSHIP

About Secretary

What is secretary?

• A secretary shall be defined as an executive assistant who possesses a mastery of office skills, demonstrates the ability to assume responsibility without direction or supervision, exercises initiative and judgment, and makes decisions within the scope of assigned authority

The Classification of a Secretary

• Secretary level BPerforms a limited range of secretarial duties in a small company or for a supervisor in a large firm. May take dictation and transcribe from notes and dictaphone with speed and accuracy. Screen calls, make appointment, handles travel arrangement, answer routine correspondence, and maintains filling system.

• Secretary level APerforms an unlimited range of secretarial duties for middle management personnel or more than individual. Composes and/or takes and transcribes correspondence of a complex and confidential nature. Position requires a knowledge of company policy, procedures, and above average secretarial and administrative skills.

• Executive Secretary/Administrative AssistantPerforms a full range of secretarial and administrative duties for high level members of executive staff. Handles project oriented duties and maybe held accountable for the timely completion of this tasks. Relieves executive of routine administrative detail. Position requires an in depth knowledge of company practice, structure, and high degree of technical skill.

Types of secretary

• Administrative Secretary• Executive Secretary• Legal Secretary• Office Secretary• School Secretary• Litigation Secretary• Medical Secretary• Real Estate Secretary• Unit Secretary

SECRETARIAL JOB DESCRIPTIONS

1. Schedules appointment and maintains calendar2. Receives and assists visitors and telephone callers.3. Arranges business itineraries and coordinates

executive’s travel requirement.4. Take action authorized during executive’s absence.5. Take manual shorthands and transcribes from it

or transcribes from machine dictation.

6. Types material from longhand or rough copy7. Sorts, reads, and annotates incoming mail and

document and attaches appropriate file to facilitate necessary action

8. Determines routing, signatures required, and maintains follow up.

9. Composes correspondences and reports.10. Prepares communications outlined by

executive in oral or written directions.

11. Researches and abstracts information and supporting data in preparation for meeting, work projects, and reports.

12. Correlates and edits material submitted by others. 13. Organizes material which may be presented to

executive in draft format.14. Maintains fillings and records management systems

and other office flow procedures.15. Makes arrangements for and coordinates

conferences and meetings.

16. May serve as recorder of minutes with responsibility for transcription and distribution to participants.

17. May supervise or hire other employees 18. Select and/or make recommendations for

purchase of supplies and equipment, maintain budget and expense account records, financial records, and confidential files.

19. Maintains up-to-date procedures manual for the specific duties handled on the job.

20. Performs other duties as assigned or as judgment or necessity dictates.

There are four scopes or area of secretarial duties :

1. Technical skills2. An understanding of business functions and

interlocking functions3. Skill in human relation4. Facility in oral and written communication

DIVISION OF THE SECRETARIAL FUNCTION

• TYPING ACTIVITIES1. Correspondence2. Reports3. Business forms4. Machine transcriptions5. Files

• NONTYPING ACTIVITIES1. Handling mail2. Scheduling appointments3. Making travel arrangements4. Researching information5. Other secretarial services

QUALITIES OF AN IDEAL SECRETARY

• Accurate, alert• Neat, nicely groomed• Industrious, intelligent, interest in job• Dependable, dlligent• Efficient, exercise poise• Ambitious. agreeable• Loyal. logical

• Sincere, systematic• Enthusiastic• Cheerful, courteous, cooperative, confident• Reliable, resourceful• Eager to please, exercises good judgment• Tactful, thorough, trustworthy, truthfful• Attentive, adaptable• Responsible, refined• Your attitude (thoughtfulness, and helpfulness

toward others)

SECRETARIAL ENVIRONMENT

• Company officers1. President 2. Executive vice president3. Vice president4. Secretary5. Treasurer

• Divisions of a company1. Production2. Purchasing3. Marketing :

a. Sales departmentb. Advertising departmentc. Market research department

4. Finance division5. Research and development division6. Administrative services division :

a. Personnel departmentb. Information services

Why are you needed?

• Every businessperson dreams of having the perfect administrative assistant, and every administrative assistant dreams of having the perfect boss

What do employers want?

Few of the most important qualities:1. Punctuality2. Dependability3. Ability to learn4. Willingness to follow instruction5. Loyalty and confidentiality6. And something else

COMMUNICATION

Communication is important in all situations and in particular the situations where you can build first impressions:

• meetings;• on the phone;• networking;• giving presentations;• business conferences;• e-mails;• social occasions.

Visual, auditory and kinaesthetic

• You can tell whether people are visual, auditory or kinaesthetic by their body language and the language they use, as outlined below:

VISUAL

• Visual people process their world by means of pictures and what they see, including the use of pictures in their decision making.

AUDITORY

• Auditory people process their world and arrive at their decisions by means of the words that are used and what they hear.

KINAESTHETIC

• Kinaesthetic people base their decisions on how they feel.

• They drop their eyes down towards the ground when you talk to them, and talk about how they feel:

‘That feels right’, ‘That makes me feel sad’, ‘That makes me feel good’, ‘I understand how you feel’, ‘I feel you are worried about…’, ‘I feel as if you are uncomfortable…’, ‘I sense you’re thinking about…’ and so on.

DAILY ROUTINE

• YOUR OFFICE• YOUR WORK STATION• OFFICE SUPPLIES• REFERENCE WORKS• WORKS PLANNING