Secretaries assist professionals, managers and executives by performing clerical and secretarial duties.
Personal requirements of a Secretary
- good command of the English language, both written and spoken
- sound organisational and interpersonal skills
- able to work under pressure and meet deadlines
- able to work independently
- aptitude for working with computers
- neat personal appearance
- able to act with tact and discretion.
Duties & Tasks of a Secretary
Secretaries may perform the following tasks:
- screen telephone callers
- make and record appointments
- operate office equipment such as photocopiers, fax machines, switchboards and computers
- file correspondence and other records
- receive and process incoming and outgoing mail
- write letters and reports on behalf of the organisation
- store and retrieve data on computers
- talk to clients
- prepare agendas or programmes 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.
Working conditions for a Secretary
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.
A legal secretary uses knowledge of legal terminology to prepare documents and reports.
A medical secretary uses knowledge of medical terminology to prepare documents and reports.