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Lesson 2

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Feydie Pude
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12 views

Lesson 2

Uploaded by

Feydie Pude
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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SECRETARIES ROLE IN

BUSINESS
Definition of Secretary
 An assistant to an executive possessing a
mastery of office skills and ability to assume
responsibility without direct supervision, who
displays initiative exercises judgment, and
makes decisions within the scope of
authority.
 Theterm “secretary” really means keeper of
secrets.
 The secretary is the first one to learn about
the many confidential developments
involving the office staff and company
policies through meetings, letters, and
memos she types in her filing and dictation
gave by his/her boss, etc.
Duties and responsibilities of a
Secretary
Use of typing skills:
1. Type from rough drafts. Organize data from
rough drafts into finished reports.
2. Type letters with proper style and
punctuation.
3. Take direct dictation at the typewriter or
computer.
Use of shorthand skills:
1. Take dictation by shorthand or machine
2. Transcribe shorthand notes

Handling mail:
1. Open, read, and sort incoming mail.
2. Keep a record of all incoming and outgoing
mail.
3. Prepare outgoing mail
Handling telephone calls:
1. Answer all incoming calls
2. Make outgoing calls for the boss

Helping with meetings


1. Take notes at meetings and reports of
minutes
2. Assist in the preparation of written reports
and speeches and prepare copies for
publication.
Handling office visitors:
1. Arrange appointments and keep a record of
them
2. Meet visitors in the office

Letter writing
1. Handlecertain types of correspondence and
communications
2. Compose routine letters and interoffice
memo
Handling Travel Arrangements:
1. Make travel reservations and prepare itineraries
2. Take care of the routine office duties while the boss
is on the trip

Handling Financial Records and Banking Activities:


1. Use adding and calculating machines
2. Keep company financial records of employer
3. Keep personal and financial records of employer
4. Help employer in filing tax returns and other
financial reports
5. Handle simple banking transactions
Filing and Management:
1. Understandand use a basic filing system
2. Keep records of the company for future
reference

Administrative duties:
1. Organize office procedures
2. Supervise other workers
3. Implement company policies
4. Initiate systems and procedures useful and
effective in the office
Other related duties:
1. Help in organizing office social functions
2. Serve as a buffer to relieve your employer of
many details
3. Operate various automated office machines
4. Requisition and keep a record of office supplies
5. Understand the use and preparation of
numerous office forms
6. Use reference books of various kinds
7. Do some personal shopping for the boss
8. Keeping the office presentable at all times
9. Serve coffee for the boss and his visitors
Specialized Secretarial Jobs

 Asa prospective secretary, you may choose


a specialized field such as the legal,
medical, or technical area. To handle the
jobs in these areas, you must possess
specialized knowledge and skills.
Legal Secretary
1. As a legal secretary, you may work for a lawyer, a law
firm with several attorneys, or a large corporation.
2. As a legal secretary, you need to have good typing
and communication skills and thorough general
education. You need to have extensive knowledge of
legal terminology; be able to prepare legal papers
such as deeds, briefs, wills, and contracts; and have a
knowledge of the legal system in general such as the
court system and law as it relates to the business
world.
3. Your skills need to be top-notch. You should be able to
type at least 60 words a minute and preferably 70 to
80. In some law offices, you will take shorthand while in
others you will use voice recording machines. However,
if you are preparing for a legal secretarial career, you
should take shorthand and attempt to develop your skill
to at least 100 words per minute since you may work
for an attorney or attorneys who require this ability.
4. You should be particularly adept at dealing with all
types of people. People who come into a law office for
solutions to extremely serious problems, which you
should be able to handle efficiently with understanding,
and concern.
MEDICAL SECRETARY
1. As a medical secretary, you may work in a
hospital, a clinic, a doctor’s or dentist’s office,
an insurance company, a research
organization, a medical publishing company, a
medical supply company, etc.
2. If you work for a doctor, you will probably work
for one who is highly specialized such as a
pediatrician, gynecologist, anesthesiologist, or
ophthalmologist.
3. To become a medical secretary, you need to have
extensive knowledge of medical terminology.
4. Some of the duties that you will perform as a
medical secretary include completing
hospitalization forms, making appointments,
ordering medical supplies, transcribing records of
patients, and preparing patients for examination.
5. As a medical secretary, you need to be
perceptive and sensitive to the needs of clients.
Many of the people that come into a doctor’s
office or to a hospital may be critically ill.
TECHNICAL SECRETARY
1. The technical secretary is one whose education and
experience qualify him or her to work in an
engineer’s or a scientist’s office.
2. As a technical secretary, you will prepare
correspondence containing formulas, equations,
mathematical symbols, and statistical calculations.
3. As a technical secretary, you may be working for a
company that is developing products or materials of
a highly confidential research project in the hands of
competition that could cost your company millions of
pesos.
EDUCATIONAL SECRETARY
1. The educational secretary may work at an
elementary school, a secondary school,
college, or university.
2. The educational secretary deals with
administrators, teachers, students, parents,
the board of education, and the general
public.
3. This secretary must be able to relate to a
wide range of age groups and the diverse
need of various individuals.
4. The duties of an educational secretary
include ordering books, filing grades,
preparing class schedules, working on the
budget, handling inventory, typing tests, etc.

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