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Secretary

Also known as Office Professional and Personal Assistant. Secretaries assist professionals, managers and executives by performing clerical and secretarial duties.

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.

TASKS

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 S
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

PERSONAL REQUIREMENTS

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

Interest Area

SPECIALISATIONS

Legal Secretary - uses knowledge of legal terminology to prepare documents and reports.

Medical Secretary - uses knowledge of medical terminology to prepare documents and reports.

EDUCATION & TRAINING

To become a secretary you usually have to complete a VOC qualification in business or business administration. As subjects and prerequisites can vary between institutions, you should contact your chosen institution for further information. You may be able to study through distance education.

You can also become a secretary through a traineeship in Business or Business Administration.

Entry requirements may vary, but employers generally require Year 10.

EMPLOYMENT OPPORTUNITIES

Secretaries may work in a variety of industries. Most work in medical centres, law and accounting firms, retail and wholesale firms, factories, travel agencies, hotels, motels, hospitals, schools, large hairdressing salons and other professional offices.

The extent of work duties depends on the individual's knowledge of what is required, their willingness to accept responsibility and the structure of the work area. Experience in a variety of clerical duties may be needed for office workers to move from one position to another and into other areas of administration.