-
8/14/2019 Modern Skills for sectatarial staff
1/21
By: Sharmin Yameen
February 7, 2009
-
8/14/2019 Modern Skills for sectatarial staff
2/21
Why Are You Needed?As an administrative assistant, you are
hired
to relieve your busy employer of a great dealof work, especially
the details of office
procedure and other matters that do notrequire your employers
personalinvolvement.
Youll act as a liaison between your boss andthe rest of the
company.
-
8/14/2019 Modern Skills for sectatarial staff
3/21
-
8/14/2019 Modern Skills for sectatarial staff
4/21
Qualities
The qualities of secretary can be divided intotwo
categories such as:
a) Business attributes
b) Personal attributes
-
8/14/2019 Modern Skills for sectatarial staff
5/21
-
8/14/2019 Modern Skills for sectatarial staff
6/21
-
8/14/2019 Modern Skills for sectatarial staff
7/21
SKILLS
The skills required to accomplish the duties of anoffice manager
can be grouped into threecategories:
Conceptual Skills
Interpersonal skills
Technical Skills
-
8/14/2019 Modern Skills for sectatarial staff
8/21
Conceptual SkillsConceptual skills include the ability to
analyze
problems and come up with solutions and toidentify potential
problems and prevent them.
Identifying and correcting inefficient processes isan example of
a conceptual skill.
This category also includes the ability to workwithout close
supervision, be detail oriented,demonstrate sound reasoning and
judgment, andhave the ability to make decisions.
-
8/14/2019 Modern Skills for sectatarial staff
9/21
-
8/14/2019 Modern Skills for sectatarial staff
10/21
Technical SkillsTechnical skills include the ability to use
computer
technology.
They also include specialized knowledge andabilities in numerous
areas such ascommunication systems, records management,finance,
human resources, facilities, commercialprinting, mail processing,
to name a few.
The ability to coordinate several activities at once,set
priorities, and establish and meet deadlinesare other examples of
technical skills.
-
8/14/2019 Modern Skills for sectatarial staff
11/21
Relationship with the
Boss
-
8/14/2019 Modern Skills for sectatarial staff
12/21
-
8/14/2019 Modern Skills for sectatarial staff
13/21
-
8/14/2019 Modern Skills for sectatarial staff
14/21
What is Communication?The transferring and understanding of
meaning.
-
8/14/2019 Modern Skills for sectatarial staff
15/21
-
8/14/2019 Modern Skills for sectatarial staff
16/21
-
8/14/2019 Modern Skills for sectatarial staff
17/21
Telephone Etiquette
TipsWhen you take a call, turn away from your computer,
desk, and other work. Dont allow distractions to take
yourattention away from the caller.
Always have something available to write with.
Answer calls by the second or third ring.
Smile when you answer your calls. Even though thecaller cant see
it, theyll hear the smile in your voice.
-
8/14/2019 Modern Skills for sectatarial staff
18/21
Use a telephone voice in which you controlyour volume and
speed.
Speak clearly.
Be enthusiastic and respectful.
Greet the caller, and identify yourself,your business, and your
department.
-
8/14/2019 Modern Skills for sectatarial staff
19/21
Ask the caller, To whom am I speaking?
Ask your caller, How may I help you?
Avoid unnecessary jargon and acronymsin your conversations.
Use the callers name in yourconversation.
Practice good listening skills.
If there is a problem, be concerned,empathetic, and
apologetic.
-
8/14/2019 Modern Skills for sectatarial staff
20/21
Thank your caller for calling. Ask them tocall again.
Never eat, drink, or chew gum while youare on a call.
-
8/14/2019 Modern Skills for sectatarial staff
21/21
A few observationsData errors
Misuse of stationary specially envelopes ,papers etc.
Meeting deadlines are impossible in terms of
indicators, reports, goals etc.
