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Secretary
Alternative Titles:
Office Professional
Secretaries assist professionals, managers and executives
by performing clerical, secretarial and stenographic duties.
Secretaries may perform the following tasks:
- screen telephone and personal callers
- make and record appointments
- operate office equipment such as photocopiers, facsimile
machines, switchboards, computers
- file correspondence and other records
- receive and process incoming and outgoing mail
- draft letters and reports on behalf of the organisation
- transcribe shorthand notes or data from audio tapes into
letters and reports using a computer
- store and retrieve data on computers
- talk to clients
- prepare agendas or programs for meetings
- attend and take minutes of meetings, both in the office
and at other locations
- organise business itineraries, travel arrangements,
conferences, meetings and social functions
- hire and supervise staff
- maintain budget and account records
- purchase office supplies.
The duties secretaries perform vary a great deal according
to the size and type of organisation in which they work.
Experienced secretaries may advance to positions of higher
responsibility.
Secretaries may specialise as a:
Legal Secretary who, in addition to the above tasks,
uses knowledge of legal terminology to prepare documents and
reports.
Medical Secretary who, in addition to the above
tasks, uses knowledge of medical terminology to prepare
documents and reports.
Stenographer who takes shorthand notes and uses a
computer to produce documents, letters and reports, as well as
performing other clerical duties.
Required Skills - Secretary
- good command of the English language, both written and
spoken
- sound organisational and interpersonal skills
- can work under pressure and meet deadlines
- able to work independently
- aptitude for working with computers
- good grooming and presentation
- able to act with tact and discretion
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