Duties and Responsibilities of an Effective Secretary
An effective secretary plays a crucial role in providing extensive support to their Head of Department (HOD). Their responsibilities include office management, correspondence handling, visitor management, and more. They need to have strong organizational skills, communication abilities, and technical competence to ensure smooth operations within the office. The primary goal is to assist the HOD in being doubly effective by managing administrative tasks efficiently and prioritizing workflow effectively.
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Presentation Transcript
Your role You have to perform, coordinate and oversee office administrative duties, while providing extensive level of support to make your HOD. You help him to make the best use of his time and ensure that the work is handled efficiently and without the need of constant supervision. Help build value for the business by supporting HOD to perform his job effectively.
continued You provide nearly invisible support to the executive with little or no supervision, anticipating needs, while managing the day to day workflow, prioritising various works in hand
The Goals Making it easy for the HOD to be doubly effective. To help the HOD to have quality time free from details of work. To further his legitimate plans, actions and image.
The requirements A pleasing personality Good communication and inter-personal skills High level of trust-worthiness Knowledge of work and technical competence. Skilful organiser Positive attitude. Good knowledge of English
Duties and responsibilities Taking dictation, typing, computer skill, knowledge of fax, email and all other modern instruments and gadgets Office management: Physical set up Up-keep, maintenance, filing cabinets. Reception room, reading material Arrangement for tea and beverages, good crockery
D & R continued Towels, room freshener Names and addresses of all important persons with telephone numbers Up to-date mailing list. Check list
Correspondence In-coming and out-going mails In-coming and out-going calls Playing traffic police-man Courteous talk and behaviour with strong presence of mind Remember you represent the boss
Handling visitors Schedule appointments in advance Attending to un-expected visitors Screening visitors Making visitors comfortable Playing public relations role
Meetings, conferences and training Making all preparations, including ensuring that all reading material is in place. Keeping the boss, fully informed Travel arrangements: Ticketing, reservations, transport, required documents, papers
General Coordination with other departments. Supervision over office staff. Attending to personal matters.
Job-peculiarities The job: On one to one interaction with HOD You are an integral part of managerial/executive team You have to relate with people, inside/outside the organisation. Your work place is stationary. You represent the HOD.
J&P-continued The pleasures You get the thrill of being an executive, without the same risk. You get to know more about the higher post and its responsibilities. You get an opportunity to build relaktions. You get an opportunity to increase your knowledge base.
continued The pains Your time schedule is always uncertain. You are always at risk- your faults and mistakes can be easily detected The public dealing exposes you to greater risk. You have to generally perform under pressure
Time management Schedule your work. Help, schedule your boss s work. Schedule appointments Help in increasing effective work time Lunch(inform and go) News Remain updated Secure information data.
Personality traits Like your job. Be presentable, cheerful, enthusiastic and well behaved. Be punctual, regular and well informed. Be a good listener, not argumentative. Be a quick learner. Know your job, your organisation . Develop a habit to write (a short pencil is better than a long memory).Be a good conversationalist
DONTS Loud talking Using un-becoming language Undue familiarity with supervisors Divulging secrets and boasting Arrogant behaviour Living beyond means Making false promises Chewing gum, nail biting, smoking etc.
General responsibilities Familiarisation with the provisions of Right to Information Act and to maintain a separate folder. Maintain a separate record for all VIP references and Parliament questions. Periodic review of all matters to be aware of the latest position. Knowledge of Official Language Implementation Act and its implementation in the department.
Grow on your job To be interesting, be interested Knowledge of ones job- Gather more information for doing your work better Knowledge of Company- Knowledge of different departments, the names of key officials and related information READ and improve your knowledge base Attend skill development programme.
