Secretary assistant related professions list. Profession of secretary-assistant. Advantages and disadvantages

• receiving, organizing and distributing correspondence and documentation;
• tracking the deadlines for the execution of instructions from the manager;
• preparation of documentation (printing of abstracts, orders, etc.);
• drafting reports, documents, letters at the request of the manager;
• organizing telephone conversations with the manager;
• organization of receptions for individual visitors and delegations (including foreign);
• preparation of various events: meetings, meetings, conferences, etc.;
• information services for events: preparation of information, messages, keeping minutes, taking shorthand notes.

• job responsibilities;
• regulatory and legislative government acts;
• internal regulations of institutions (organizations);
• ethics of business communication.

• increased moral responsibility;
• constant communication with people (communication stress);
• the need to often work at a forced (quick) pace, to flexibly rebuild and adapt to rapidly changing conditions and work assignments;
• irregular working hours.

• neuropsychic stability;
• high level of stability and distribution of attention;
• good long-term and operational memory;
• competent, clear, understandable speech;
• endurance of the auditory and visual analyzer;
• visual attractiveness (desirable).

• stress resistance;
• ability to manage oneself, personal organization;
• social intelligence (the ability to understand people's behavior);
• communication skills;
• willingness to follow other people's instructions;
• diligence, commitment.

• neuropsychic;
• cardiovascular;
• musculoskeletal system;
• chronic infectious;
• upper respiratory tract;
• visual and auditory analyzers;
• speech-voice apparatus.

With the advent of writing in ancient times, a small group of literate people appeared who were engaged in rewriting various texts. Such scribal copies have been known in Rus' since the 11th century. In the 19th century, in numerous departments of Russia, officials—titular advisers—worked to rewrite a huge number of papers and documents. With the development of technological progress, the need to create high-performance printing machines was increasingly felt. The first industrial model of a typewriter was invented in the USA in 1867 by N. Shols, S. Sule, K. Tlidden.

Currently, it has been replaced by a personal computer. Undoubtedly, the job of printing various documents has become much easier. But nevertheless, the activity of secretarial assistants is not limited to mechanical typing of texts. In addition to this, they must have many more skills. In essence, the assistant secretary is the “right hand” of the manager.

Professionogram "Secretary-referent"

Dominant activities of the profession "Secretary assistant":

• performing technical functions to support and maintain the work of the head of the organization or its divisions;
• obtaining information from department employees for the manager, calling them on his instructions, organizing the reception of visitors;
• organizing telephone conversations with the manager;
• preparing business correspondence for the manager, sorting correspondence;
• carrying out work to prepare meetings or meetings held by the manager (collecting necessary materials, notifying participants about the time, place, agenda of the meeting or meeting and their registration);
• printing, at the direction of the manager, of various materials, documentation and sending them to recipients using office equipment;
• shorthand recording of texts of documentation prepared by the manager, minutes of meetings, followed by their decoding and printing on a computer;
• drawing up various reports, letters, documents at the request of the manager;
• compiling files in accordance with the approved rules, ensuring their safety and submitting them to the archives within the established time limits;
• providing the manager with office supplies, organizational equipment, creating conditions conducive to the effective work of the manager.

Qualities that ensure the success of the professional activities of a secretary-assistant:

Qualities that hinder the effectiveness of professional activity:

• inability to quickly switch from one activity to another;
• inability to work subordinately, a strong tendency towards leadership and management;
• slowness, sluggishness;
• inability to plan your work;
• low level of development of all types and types of memory.

Areas of application of professional knowledge:

• firms, companies, organizations, enterprises of any profile (reception managers, directors).

If you enjoy scheduling, managing time, and helping other people, then a career as a secretary may be right for you.

Demand

Payability

Competition

Entry barrier

Prospects

Story

The profession of “secretary” appeared a very long time ago. The very first services of a clerk began to be used by the ancient Roman patricians. She was called secretaries. The man's task was:

• Give advice to the owner.
• Keep everything he knows secret.

Later, Europeans appreciated what the patricians of Rome came up with and introduced the position of secretary.

During the time of Peter I, after the Russian Tsar’s trip to Europe, it was decided to open an institute of “secretaries” in Russia. The ranks of secretaries varied.

Requirements for the first Russian clerk:

Catherine II took the secretary profession more seriously: she improved and tightened the criteria for choosing an employee of this profession:

• There should be not one secretary, but several.
• Arrogance and resourcefulness are the main requirements for the owner of this profession.

After pens and ink disappeared into oblivion, the typewriter appeared. The secretarial profession has improved. Now women have begun to engage in it, but nowadays male secretaries are a rarity.

Description

A secretary is not only an employee of the company, but also its face. Attentive, smart, attractive, attractive - all these qualities relate to a person working as a secretary.

While the employer is deciding the main issues of the development of the enterprise, the secretary is engaged in ensuring management and administrative activities. The successful work of the company depends on the professionalism of the secretary.

What specialties to study?

In some educational institutions, when teaching students their main specialty, they conduct additional courses in office management.

Specialties with which you can become a secretary:

• Management.
• Insurance business.
• Accounting analysis and audit.
• Customs business.

Where to study

Depending on the level of education you are interested in, the profession of a secretary can be obtained in various educational institutions:

• Secondary special education - in a technical school.
• Secondary vocational - in vocational schools.
• Higher education - at the institute.

Responsibilities:

• Registration of incoming and outgoing documents.
• Serving the manager and his visitors.
• Creating a work plan for the manager.
• Receive telephone calls and emails received by the manager.
• Ordering all necessary items to ensure high-quality operation of the enterprise (stationery and others).

Who is it suitable for?

A potential secretary must have the following qualities:

1. Stress resistance. The applicant for this position must have self-control and restraint.
2. The desire to acquire new knowledge and skills. A good secretary must know a foreign language, be able to conduct business correspondence, and draw up and register various documentation.
3. Preparedness for irregular work schedules and unexpected troubles (emergency situations).
4. The ability to plan your day correctly and efficiently. In most cases, drawing up a work plan for the manager is one of the tasks of the secretary.
5. Communication skills. The secretary must be able to conduct a polite conversation and be responsive with all visitors to the company.

Wage

On average, a secretary receives 25,000 rubles for his work. Many people begin to build their career “ladder” with this profession. Those who want to work as a secretary without experience can expect to receive small salaries - 10,000 - 15,000 rubles. But at the same time, they must be able to freely work on a PC and know the basics of office work.

A clerk with at least one year of experience has a salary of 20,000 rubles.

Employees who speak English and are experienced are valued. Their wages can be 25,000 rubles or more.

How to get a job

First, you need to send your resume to the company where you want to work. After which they will call you and invite you for an interview.

1. When you have received an invitation, go to the company’s website again and study all the necessary information:

• Field of activity.
• Company's mission.
• Organizational goals.

2. Read materials about the secretary profession. Often during an interview they are asked about what exactly attracted you to your chosen profession, what does office work mean, types of document flow?

3. Dress code when applying for a job. It is best to come to the interview in a formal style.

Usually the interview takes place in the form of an interview (question and answer). The interviewer will ask questions and you will answer.

1. You should act confident during an interview.
2. You can't cheat. If you are asked to have good knowledge of computer programs, but you are not very familiar with them, it is better to admit it right away, but add that you are easy to learn.
3. They will ask about shortcomings, tell them, pass them off as advantages. For example, you love to help, sometimes because of this you have to stay late at work, which negatively affects your family relationships.
4. When asked about the characteristics of the previous boss, do not mention shortcomings. It would be better to say that he is a professional in his field, strict but fair.
5. During the interview, you can ask about the information you are interested in, and not just answer questions.

Questions about salary will be appropriate if the employer’s website does not indicate the cost of work for the position you are interested in.

6. At the end of the interview you will be asked to fill out a questionnaire.

7. After the interview is over, you will be asked to wait a few days. During this time, the employer's security service will check information about the potential employee. If everything is in order, they will call you and invite you to come to work.

Career

Most people think that a secretary does not have a career. The work of a secretary is varied and comes at several levels:

• The receptionist is the lowest level. This employee is not involved in management activities; most often his duty is to provide advice on telephone calls and organize meetings with clients.
• Secretary-assistant is a profession slightly higher in rank. The main responsibilities may be related to the activities of the office manager (for example, life support of the enterprise). Knowledge of a foreign language plays a major role: translations, presence at negotiations with foreign colleagues as a translator.
• Assistant manager (assistant) is the highest rung of the secretary's career ladder. This position requires the clerk to have trust between the manager, resistance to stress, and confidence. The position also involves solving organizational and administrative problems.

Prospects

As described above, secretary is not a dead-end profession. These office workers have a lot to strive for. If the position increases, then the salary will please you with its growth. The only requirement for advancement in most organizations is a college degree.

Strive to achieve your life goals and your career as a secretary will take off.

The secretary is an proactive office worker who is entrusted with a wide range of responsibilities: answering telephone calls, registering correspondence, organizing meetings, conducting office work, as well as carrying out all instructions from the manager and making independent decisions within his competence.

The purpose of the secretary's work is to ensure effective management and administrative activities of the enterprise.

The concept of “secretary” hides people of various professions:

• Reception secretary– receives and distributes telephone calls, greets visitors and carries out minor instructions for the manager. The position does not require special education. Sometimes such an employee is charged with purchasing water or stationery. In terms of prestige, this place is at the lowest level of the career ladder.
• Secretary-assistant- This is a rather responsible position and is in many ways similar to the work of an office manager. It is required to prepare design solutions, edit documents, and compose texts for the boss’s speech at various events. Control over the work of other employees also lies with the assistant secretary. A profession can be obtained after studying at a specialized school, training center or after graduating from a secondary specialized educational institution.
• Assistant Manager – occupying the position of assistant is considered honorable. The clerk must not only establish a trusting relationship with the manager, but also have stress resistance and self-confidence. A specialist of this level needs to solve organizational and administrative problems and organize the work of staff.

In addition to the main areas of the secretary’s work activity listed above, there are additional names of this profession that have some features.

• So, technical secretary you need to be able to type 145 characters per minute without looking at the keyboard, using all ten fingers at once. Such a person must bring his work with office equipment and engage in telephone service to automation.
• For secretary-translator In addition to basic functions, it is important to have a professional command of a foreign language in order to participate in negotiations with foreign business partners.
• In charge clerk includes systematization of the institution’s documentation, as well as working with the archive, registering correspondence, and processing invoices.
• Administrative and economic issues fall on the shoulders of office secretary. In addition to conducting business correspondence, it is necessary to book tickets and hotels, meet guests and partners, and carry out orders from the manager.
• A position with slightly unusual specifics of work for this profession - court clerk. The place of work of such a specialist is the court. The employee checks the attendance of summoned people at the court hearing, keeps minutes of the court hearing, prints judicial acts, and carries out all the instructions of the judge.

History of the secretary profession

If we lift the curtain of history and go in search of an answer to the question: where did the profession of “secretary” come from, then, most likely, the path will lead us to clerks and chroniclers. These people were engaged in correspondence, kept a record of the king's orders and decrees, and recorded events in chronological order.

It was also difficult for statesmen and politicians to cope without an assistant . In Russia, the secretarial position was introduced by Peter I in 1720, placing high demands on the profession. The work of a secretary was entrusted to people with knowledge of the laws, education and mastery of all the intricacies of the profession.

Since 1840, the heads of many enterprises began to appoint a personal secretary as their assistant. However, people without special skills were not hired for this position. So, secretarial courses began to open. Interestingly, they first appeared in Kharkov, and in the USA only eleven years later.

Scientific and technological progress has developed rapidly: carbon copies and typewriters are a thing of the past, providing today's secretary's workplace with modern computers, faxes and other office equipment.

The professional holiday of the “secretary” is usually celebrated on the last Wednesday of the full week of April.

Advantages and disadvantages

The profession undoubtedly has an advantage in:

• the possibility in some cases of combining study and work;
• lack of physical activity;
• comfortable working conditions in a warm room;
• useful communication skills and acquisition of profitable connections;
• You can always use a photocopier for personal purposes.

Flaws:

• the need is constantly in sight of the boss;
• you need to look impeccable every day, since the reputability of a company is often judged by the appearance of its employees;
• uniformity and routine of work (in small institutions);
• in some companies it is difficult to realize oneself;
• irregular work schedule.

Requirements for the profession of secretary

A candidate for this profession must first of all:

• have secondary or higher education;
• own a personal computer and be able to work with the Microsoft Office software package;
• know the basics of office work;
• have basic knowledge in the field of activity of a secretary;
• know standard office procedures;
• if necessary, speak English.

Responsibilities of the secretary

Managers of small firms want a secretary:

• reviewed correspondence;
• sorted and recorded incoming and outgoing mail;
• answered telephone calls;
• ensured the functioning of the office (ordering water);
• communicated with clients;
• supervised the execution of various tasks.

In more reputable companies, the secretary's responsibilities may be much wider. The clerk is asked to:

• organize a reception or meeting;
• plan the manager’s working hours;
• purchase stationery and other things;
• book hotel or air tickets for your boss or employees;
• keep minutes of the meeting;
• prepare negotiations with business partners.

The secretary is required to do office work.

Responsibility of the Secretary

In some companies, the position of secretary does not have to be responsible for anything, in others he is burdened with material and disciplinary responsibility, in addition to the workload of his job responsibilities.

If the secretary loses any important documents, it will not be the specialist who will be held administratively liable, but a legal entity, i.e. company.

The secretary may be a financially responsible person and monitor the availability of basic material assets that are in the office under his control: furniture, office equipment and others.

Secretary's powers

The manager is obliged to provide all the necessary information so that the secretary can cope with the task. This also applies to confidential data.

The secretary can discuss with the manager questions about his vision, how he can improve his work and the work of the organization.

He has the right:

• request from company employees the necessary documentation to comply with the points of their job description;
• require the manager to take measures to ensure the safety of documentation and material assets;
• resolve production issues within their competence.

Features of the profession

The position of secretary is a privilege for women. It is their leaders who want to see them as their assistants. This is explained by women’s ability to show flexibility, prevent the boss’s aggression, and grasp his mood and character traits. The fair half will be able to make a business office comfortable and impress partners.

However, a man can apply for the position of assistant manager by getting a job in a large company.

Professional skills and abilities of a secretary

To work as a secretary it is important:

• be on first-name terms with a personal computer;
• have a culture of communication;
• be able to find an approach to visitors;
• show accuracy and punctuality.

Some companies see a person with knowledge of foreign languages ​​as a secretary.

Personal qualities of a secretary

If you ask the heads of various enterprises what character traits should be endowed with their personal secretary, then we can assume that their answer will be unequivocal:

• communication skills and responsibility,
• punctuality and organization,
• tolerance and stress resistance.

In addition, they note presentable appearance, beautiful speech, and good memory.

After communicating with the company secretary, the visitor should feel confident that they will help him resolve his issue.

Career

The position of secretary is shrouded in myths about the difficulties associated with moving up the career ladder. In part, this is true. But this is only partly - it all depends on each person personally.

Some people show their best side after 1-2 years and confidently move forward towards numerous prospects, while for others the position of secretary turns out to be a lot.

Smart and proactive employees can find a more respectable position within the same company, becoming, for example, an assistant manager, and then a manager or even a director.

Where to work as a secretary

Secretaries needed:

• various organizations and companies;
• courts, lawyers and notaries.

A secretary is needed both in a large company and in a small business enterprise.

How much does a secretary earn?

It is impossible to name any fixed amount if we talk about the average monthly salary of people holding the position of secretary.

Government agencies do not indulge their clerks with high salaries and pay them approximately $300. But, if you go to work for a large foreign company, you can increase your income to $1,000.

Education

When applying for a vacancy as an assistant manager, people with a higher education or a certificate of completion from a specialized training center for secretaries are considered. Sometimes training can be completed at a company that agrees to hire you.

You can work as a secretary without a higher education, but reputable companies want to see in their team certified specialists with knowledge of office work, ethics of business communication, psychology, shorthand and speed reading, the ability to work in 1C and skillfully handle office equipment.

Alexander Yurievich

Director of a recruitment agency

Contents of work. Secretary-referent - an employee in charge of documentation and current affairs of an individual or institution, a consultant on certain issues. Performs technical functions and organizational work on behalf of the manager. Applying rational methods of working with visitors and documents, contributes to the successful and prompt solution of the main tasks of the organization. The assistant secretary establishes connections between the manager and employees, delegates tasks to performers, and monitors their implementation. Participates in the preparation and servicing of various meetings, sessions, conferences. Organizes and regulates the reception of visitors. Having a good understanding of the structure of the institution and the functions of responsible employees, he “filters” appeals to the manager, addressing them to officials competent in this matter. Conducts telephone conversations.

Works with documentation - analyzes letters and documents, systematizes them according to importance. Prepares information messages and abstracts on assigned issues. Draws up draft orders, responses to letters and requests. Takes shorthand notes of meetings, maintains minutes, a file of addresses of organizations and persons with whom correspondence or negotiations are conducted.

Actively uses technical means in his work - computers, office equipment, communications, audio recordings, etc.

Working conditions. In different institutions, the work of a secretary-assistant may have its own specifics. The work may be irregular and involve business travel. Specialized knowledge in a particular area may be required (e.g. process knowledge, technical knowledge, etc.).

The work of a secretary-assistant takes place in a very rich information and communication environment. During the day, he has to come into contact with a large number of people, while monitoring and regulating various information flows. The assistant secretary must be flexible and adapt well to changing conditions.

Areas of use. Secretaries-assistants work in all more or less large organizations and institutions that receive visitors and have document flow.

The dominant professional focus is on working with people and documents.

Professional personality type - social, investigative, conventional.

Dominant interests are in the Russian language and literature (impeccable knowledge of spelling, punctuation, stylistics); to the psychology of communication, ethics; to office work, shorthand, typing; to work with technical means.

Related interests - aesthetics, law, economics, foreign languages, special knowledge.

Required qualities: ability to get along with people, sociability, goodwill, emotional stability, self-control; business qualities: responsibility, organization, good working memory, ability to concentrate and distribute attention, good hand-eye coordination. The assistant secretary must have a high general culture and speak correctly. Knowledge of a foreign language is desirable (in some cases necessary).

Unacceptable: short temper, rudeness, irritability, tendency to frequent mood changes.

Medical restrictions. The activity is contraindicated for people suffering from cardiovascular diseases, diseases of internal organs (liver, thyroid gland, etc.), mental illnesses, nervous system disorders manifested in irritability; as well as people with speech defects and obvious physical disabilities.

Related professions: administrator, assistant, secretary, office manager, clerk, order taker, registrar, court secretary, assistant manager.

The profession of a secretary-assistant is in demand in the labor market of St. Petersburg and the Leningrad region.

Prospects for professional growth - advanced training, continued education in colleges and technical schools in the specialty “Office Management and Archives Science”, “State and Municipal Administration”, continued education in higher educational institutions in the specialties “Document Management and Documentation Support of Management”, “Organization Management, Personnel Management ", "Public Relations", "State and Municipal Administration". Administrative growth.