Secretary

Introduction

Secretaries provide administrative support to managers and other professionals. Duties include word-processing correspondence and other documents. Secretaries answer telephone calls, keep diaries and deal with visitors.

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Work Activities

Secretaries provide administrative support to one or more managers, although some secretaries support small teams or company departments.

Their main role is to help managers make more efficient use of their time and energy. Secretaries must use initiative and judgement to relieve their manager of unnecessary pressures or frequent interruptions. This sometimes means making decisions on a manager's behalf.

They usually take charge of all incoming telephone calls, deal with routine enquiries, take messages and decide which calls need the immediate attention of the manager. Secretaries may be responsible for checking incoming mail, faxes and email, and deciding which correspondence the manager needs to look at or deal with personally.

They organise and prioritise office correspondence on their manager's behalf and keep an efficient diary to record all appointments. Some managers may dictate letters to their secretaries, who use shorthand or audio typing skills to take the letter down ready for word-processing. Using their initiative, secretaries also prepare and type draft replies to correspondence without supervision, showing these to their manager for approval and signature.

Secretaries also use writing skills to draw up an agenda prior to a meeting, take accurate minutes during the meeting (often using shorthand) and write them up concisely afterwards. Before the meeting begins, they distribute the agenda and any other relevant papers to people who will be attending the meeting.

Some secretaries make their manager's travel arrangements, reserving hotel rooms and planning the travel itinerary. Secretaries may also do this for international colleagues or clients who visit the organisation. Sometimes secretaries go with their manager on business trips or to attend conferences.

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Personal Qualities and Skills

As a secretary, you will need word processing skills, possibly shorthand, and good English language skills. Computers and word processors have reduced some of the need for shorthand, but this can still be a useful skill, especially for taking minutes during meetings.

Strong organisational skills are essential - you must be able to plan and prioritise your own workload, as well as that of your manager. Secretaries must be efficient and accurate, capable of paying close attention to detail and using a very methodical approach to their work.

You should have a good telephone manner and a polite and helpful approach to visitors. Tact and discretion are required, especially when explaining to telephone callers or visitors that the manager cannot see or speak to them straight away. You also need to think quickly and stay calm under pressure.

You must be able to use your initiative, for example, to draft a reply to correspondence, or to decide which letters the manager needs to deal with personally.

You should have a respect for confidentiality because you may deal with personal information.

Secretaries need the ability to understand how their organisation works, for example, the function of different departments or the company's relationship with clients.

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Pay and Opportunities

Salaries for secretaries can vary.

The pay rates given below are approximate.

Secretaries earn in the range of £13,500 - £16,500 a year, rising to £20,000 - £25,000. Higher earners can make around £30,000 a year.

Secretaries normally work 35-39 hours Monday to Friday. Full-time, part-time, temporary and flexible working arrangements may be available.

There is a steady demand for secretaries, and employment is in every sector of industry, commerce and public service.

Temporary work, on a casual basis or through short-term contract, may be available from secretarial and office employment agencies.

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Adult Opportunities

It is now illegal for any organisation to set age limits for entry to employment, education or training, unless they can show there is a real need to have these limits.

Some entrants have a relevant background, such as in office and administrative work.

A number of colleges run courses aimed specifically at people who want to gain or update their keyboard and secretarial skills. These can be organised on a one- or two-term full-time intensive basis, or taken part-time, or online.

Colleges will usually consider applications from candidates who do not meet their usual entry requirements. You should check the admissions policy of individual colleges.

Individuals can work towards relevant SVQs, including Business and Administration (available at levels 1-4).

• 5% of secretaries are self-employed.
• 32% work part-time.
• 14% have flexible hours.
• 4% of employees work on a temporary basis.

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New Developments

This occupation may involve homeworking.  Find out more about Working from home.