Secretary job: skills and responsibilities

Secretary job

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преподавателем английского языка

ГБПОУ «Нижегородский Губернский колледж»

Кузнецовой Светланой Ивановной.

Examples of Secretary job titles

• Secretary

• Executive Secretary

• Legal Secretary

• Secretary (Part-Time)

• Receptionist

The dictionary meaning of the word Secretary is ‘one employed to write or transact business.’

In the opinion of  J.P. Bose ,

“ The term secretary means a person who writes secret on behalf of this superior or for a body.”

“ Секретарь—человек, который записывает секреты от имени своего начальника или чужие для него самого”.

Secretary is an officer who is generally entrusted with the responsibilities of writing and exchanging letters, maintain documents and performing confidential activities on behalf of someone or any organization.

Секретарь –служащий , которому обычно доверяются обязанности написания и обмена письмами, ведение документов и выполнение конфиденциальных действий от имени какого-то руководителя или организации.

Examples of Secretary responsibilities

• Greet visitors and direct them to the appropriate departments or individuals.

• Respond to queries in person, via telephone or email.

• Develop and implement office procedures.

• Maintain general company record systems to uphold accurate files.

• Compose letters, memos and emails.

• Screen documents, book meeting rooms, set up conference calls and take messages.

• Perform administrative tasks, including filing and photocopying.

Examples of Secretary skills (the UK)

• High school diploma or GED.
• 2+ years’ clerical experience.
• Experience in bookkeeping, accounting and data processing preferred.
• Knowledge of specific software programs, including Word, Excel, SAP, Timelink and ActivePay.
• Experience maintaining and prioritizing a manager’s calendar
• Able to work independently.
• Friendly and professional demeanor.
• Exceptional written and verbal communication skills.

• Свидетельство об окончании средней школы или GED (General Educational Development)
• Опыт работы в офисе более 2 лет.
• Опыт в бухгалтерии, бухгалтерском учете и обработке данных предпочтен.
• Знание определенных программ, включая Word, Excel, SAP, Timelink и ActivePay.
• Приобретение опыта и приоритизация

( знание хронологии мероприятий и проектов руководителя).

• Способность работать независимо.
• Дружественное и профессиональное поведение.
• Исключительные навыки письменного общения и вербальной коммуникации.

A  personal assistant , also referred to as  personal aide  ( PA ) or  personal secretary  ( PS ), is a job title describing a person who assists a specific person with their daily business or personal tasks.

Личный ассистент , также называемый личным помощником (PA) или личным секретарем (PS)- должность человека, который помогает определенному человеку справляться с его ежедневными деловыми или личными задачами.

Assistants (As) often act as the manager's first point of contact with people from both inside and outside the organization.

A personal assistant  is a person whose work consists of

• supporting management,including executives,

• using a variety of  project management,

•   communication or organization skills.

• поддержка управления, включая руководителей,

• использование разнообразных способов управления проектом,

• коммуникация или организационные навыки.

Do's and Don'ts

clever

responsible

polite

talented

sociable

efficient

A good Secretary will:

A good Secretary will NOT:

Be organised.

Ignore correspondence.

Keep copies of all correspondence.

Keep information to her/himself.

Check quorum is met for meetings.

Be late for meetings.

Respect confidentiality.

Throw away important papers.

Work closely with the Chairperson.

Write down trivial details of all discussions at every meeting.

Make it easy for others to take over by keeping clear records.

Rely on his/her memory.

Prepare for meetings well in advance.

Repeat private conversations.

Summarise discussions effectively.

Organise meetings at the last minute.

Keep people informed.

Ensure accurate minutes of meetings are kept.

Additional duties may include:

• carrying out specific projects and research;
• responsibility for accounts and budgets;
• taking on some of the manager's responsibilities and working more closely with management;
• deputizing for the manager, making decisions and delegating work to others in the manager's absence;
• being involved in decision-making processes .

Translate

• devising and maintaining office systems
• data management and filing
• arranging travel, visas and accommodation
• travelling with the manager to take notes or dictation at meetings
• to provide general assistance during presentations
• screening phone calls, inquiries and requests, and handling them when appropriate
• meeting and greeting visitors at all levels of seniority
• organizing and maintaining diaries and making appointments
• dealing with incoming email, faxes and post,
• corresponding on behalf of the manager
• producing documents
• briefing papers, reports and presentations
• organizing and attending meetings and ensuring the manager
• liaising with clients, suppliers and other staff.

In 1870, Sir Isaac Pitman founded a school where students could qualify as shorthand writers to "professional and commercial men". Originally, this school was only for male students.

In the 1880s, with the invention of the typewriter, more women began to enter the field and during the upcoming years, especially since World War I , the role of secretary has been primarily associated with women.

By the 1930s, fewer men were entering the field of secretaries.

By the mid-20th century, the need for secretaries was great and offices and organizations featured large  secretarial pools . In some cases the demand was great enough to spur secretaries being recruited from overseas; in particular, there was often a steady demand for young British women to come to the U.S. and fill temporary or permanent secretarial positions. Several organizations were created to assist secretaries from foreign lands, including

the  Society of International Secretaries  and

the  Association of British Secretaries in America .

In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American businessman Harry F. Klemfuss created a special  Secretary’s Day  holiday, to recognize the hard work of the staff in the office.

The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. It has been renamed " Administrative Professional's Week " to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.

Праздник завоевал популярность, и в течение четвертой недели апреля теперь празднуется в офисах во всем мире. Праздник был переименован «в Неделю Административного Профессионала», чтобы подчеркнуть повышенную ответственность сегодняшнего секретаря и других административных рабочих, и избежать заблуждения тех, кто полагает, что «секретарь» обращаются только к женщинам или к чернорабочим.

REMEMBER!

A secretary is a salaried high official who performs many confidential and important functions for a person or for an organization.

Секретарь – это высокооплачиваемое лицо, выполняет много конфиденциальных и важных функций для руководителя или организации.