Secretary
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, 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
- 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.
Specialisations:
Legal Secretary
A legal secretary uses knowledge of legal terminology to prepare documents and reports.
Medical Secretary
A medical secretary uses knowledge of medical terminology to prepare documents and reports.
Stenographer
A stenographer takes shorthand notes and uses a computer to produce documents, letters and reports, as well as performing other clerical 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.
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
- good grooming and presentation
- able to act with tact and discretion.
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