Secretary
What is the work like?
As a secretary, it would be your job to provide administrative support to managers or teams in all kinds of companies and organisations.
Your duties and responsibilities would vary according to the type of company you worked for, but would typically include:
- typing letters and other documents
- updating records using computer database and spreadsheet software
- answering the telephone and dealing with enquiries
- making appointments and keeping diaries
- taking minutes at meetings, possibly using shorthand
- dealing with incoming and outgoing post
- drafting letters and other documents
- filing
- photocopying and printing.
With experience, you could take on extra responsibilities such as dealing with accounts, controlling budgets and presenting reports. You might also act as personal assistant to a senior manager.
What qualifications and experience will employers look for?
The qualifications and experience that you need for secretarial jobs can vary widely between employers. You will usually need a good standard of general education, and you may have an advantage with some GCSEs (A-C) including English, or similar qualifications. However, many employers will test your computer and telephone skills instead of asking for qualifications.
Temporary work ('temping') can be a good way of getting experience that may lead to permanent jobs.
Employers may prefer you to have a recognised qualification in administration or secretarial skills, so you may find it helpful to take a relevant full- or part-time college course before looking for secretarial work. Colleges offer a wide range of courses, including certificates and diplomas from awarding bodies such as:
- OCR (RSA)
- Pitman
- Education Development International (LCCI)
- City & Guilds.
You may be able to get into this job through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. To find out more about Apprenticeships, visit www.apprenticeships.org.uk.
What further training and development can I do?
When you start your job, you will usually be trained in company procedures and systems. Your employer may also give you the opportunity to work towards a secretarial qualification, either through work-based training or day-release at a local college.
Relevant qualifications include:
- NVQ levels 1-4 in Business and Administration (levels 3 and 4 are suitable if you have some supervisory or management duties)
- Education Development International (LCCI) Diplomas in Business Administration (levels 1,2 and 3)
- OCR level 1, 2 and 3 Certificates in Administration
- OCR Higher Level Diploma in Administrative and Secretarial Procedures.
Many colleges also offer OCR or City & Guilds certificates in various secretarial skills, including audio transcription, office procedures, shorthand, text production, typewriting and word processing.
Where can I go for more information?
6 Graphite SquareVauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
24-28 St Leonards Road
Windsor
Berks
SL4 3BB
Tel: 0844 8000 182
Siskin Parkway East
Middlemarch Business Park
Coventry
CV3 4PE
Tel: 0870 720 2909
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What salary and other benefits can I expect?
- Starting salaries for full-time work can be around £11,000 to £14,000 a year.
- With experience this can rise to between £15,000 and £19,000 a year.
- Personal assistants and secretaries with specialised duties could earn up to £25,000 a year.
Figures are intended as a guide only.
What are the hours and working conditions?
In a full-time job you would normally work between 30 and 40 hours a week, Monday to Friday. You may work fixed hours or flexitime. Part-time work, job sharing and temporary work are widely available.
What skills and knowledge will I need?
- good spoken and written communication skills
- excellent organisational and time-management skills
- good keyboard skills and confidence with a range of computer software
- a good command of English grammar and spelling
- accuracy and attention to detail
- the ability to work under pressure and meet deadlines
- tact and discretion, for dealing with confidential information
- the ability to work as part of a team.
What opportunities are there?
Secretarial and administrative staff can work for all kinds of commercial companies and public sector organisations anywhere in the UK. Jobs are advertised in the local press, Jobcentre Plus and with recruitment agencies.
With experience, you could be promoted to personal assistant or office manager, or move into other areas such as personnel work. Alternatively, you could take further training to become a medical or legal secretary.
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