Secretary Job Description: Top Duties and Qualifications

A Secretary, also sometimes known as an Administrator or a Personal Assistant, is a professional who supports management and colleagues in an organisation by taking care of administrative and clerical tasks. Their duties include greeting and directing visitors and handling correspondence, filing, document management and various other day-to-day office tasks.

 

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Secretary duties and responsibilities

Businesses in all sectors and of all sizes employ Secretaries to ensure that things run smoothly in an office. The type of duties that Secretaries have depend on such variables as the type of industry and the size of the company. In smaller companies, Secretaries will typically take care of a wider range of tasks. In general, however, here are some of the common day-to-day tasks of these professionals:

  • Taking care of front-of-house duties, such as greeting and directing visitors and handling deliveries
  • Maintaining an efficient and well-organised filing system for easy storage and retrieval
  • Taking care of all correspondence, including telephone calls, emails and faxes
  • Screening documents, booking meeting rooms, setting up conference calls and taking messages
  • Maintaining general company record systems to uphold accurate files 
  • Scheduling appointments and organising meetings
  • Taking and distributing minutes
  • Creating and proofreading documents and drafting emails
  • Copying, printing and distributing documents
  • Taking care of routine clerical tasks, such as the ordering of office supplies 

 

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Secretary Job Description Examples:

 

Example 1

This is a vital role for a Secretary in a Company that will truly value your contribution in the smooth running of their business, if your strengths include learning new skills and being a team player, this could be the role for you. Some of your duties will include: - Providing extensive day to day administrative and secretarial support for the Accounts team and Director - Typing a range of documentation including correspondence, terms of business, proposals and quotations - Assisting with the implementation of administration systems and maintaining effective document control processes - Managing computerised database records and sending out regular sales and marketing material - Handling all incoming customer enquiries, whether through incoming calls, social media, or emails, using confident communication skills to build strong customer relationships. - Provide a point of contact for customers with queries about orders, deliveries, dispatch etc. - Provide operational support relating to the organisation and timely delivery of customer orders. - Responsible for basic office administrative duties including tracking deliveries, general filing, and customer invoicing. - Responsible for general customer care services. Reference ID: Secretary Job Types: Full-time, Permanent Salary: per year Work remotely: * No

Example 2

*Spencer Clarke Group* are working in partnership with *Bury Council *to appoint a *Conference Secretary *to their *Children’s Services.* *6* *Month agency contract* with a view to being extended on an ongoing basis. *Full time hours* – 37 Hours a week. *Location* – Bury, BL9 0EJ. *(The first 2 weeks will be based in the office for training and then the role will be a mixture of home working and office based)* *Rate of Pay* - *£11.40+ per hour – **Higher rates can be negotiated for more experienced candidates.* *_About the Role_**_;_* To support Child Protection Conferences including the production of summary notes from video recordings and other associated tasks within statutory timescales. *_Key Responsibilities_**_;_* * Provide comprehensive and high quality support to the Children’s Services - Safeguarding and QA Unit and provide note taking support for other meeting recordings as required [website] LADO, Strategy Meetings, etc. * Following Initial and Review Child Protection Case Conferences, ensure all post conference tasks are completed together with transcribing summary notes from video recordings within statutory timescales. * Collate and share all Conference reports received for Initial and Review Child Protection Case Conferences. * Use discretion to ensure all reports are disseminated correctly whilst being aware of confidentiality and data protection issues and in accordance with guidance. * Provide high levels of customer care and ensure that service users’ first contact with the Department is efficient, friendly and effective whilst maintaining a level of resilience. * Book interpreters for conferences as required whilst remaining sensitive to the needs of families [website] the booking of a female interpreter where necessary. * Be responsible for handling matters which may be of an extremely sensitive and confidential nature. * Comply with Council Procedures to ensure confidential waste is disposed of securely. * To maintain knowledge of procedures relating to Child Protection Planning especially information which should be restricted and that which may be shared with professionals and family members. * Respond to enquiries, both in person and over the telephone, from professionals and other agencies [website] Police, Probation, Medical, Legal, Voluntary Agencies and the general public ensuring compliance with the Data Protection Act and Freedom of Information Act where necessary. *_Job * *Eligibility to work in the UK. (Passport [website] * *Reference contact details covering your last three years of employment. (Names, Numbers and Email Addresses)* *_Stay Connected!_* Here at Spencer Clarke Group we provide workers with their own dedicated and experience consultant who provide extensive market knowledge! * As a First Tier Supplier across many local authorities nationwide, you will have access to jobs earlier than other agencies. * Market leading referrals of up to £500 * Free DBS checks * Post Placement Aftercare * Loyalty reward scheme and regular competitions for our agency workers *If you are interested in this role and would like to apply, please send a copy of your most recent CV to Da**ne @ Spencer Clarke Group and contact Dane on 01772 954 200 as soon as possible.* Job Types: Full-time, Fixed term, Temporary Salary: From £10.41 per year COVID-19 considerations: The first 2 weeks will be based in the office for training and then the role will be a mixture of home working and office based. Experience: * Minute Taking: 2 years (required) * Local Authority / Public Sector: 2 years (required) * Conference Secretary: 3 years (required) Work remotely: * Temporarily due to COVID-19

What does a Secretary do?

Secretaries are the first point of contact for visitors, as they often work in the front office and also manage the office’s correspondence, including responding to emails and answering telephone calls. This means that they play an important role in representing a company and keeping clients happy. Apart from their client-facing duties, these professionals also take care of administrative and clerical tasks and help to keep a business organised and professional.

 

Secretary skills and qualifications

This role involves diverse duties that includes supporting staff, communicating with clients and managing administrative tasks. Secretaries also need a wide range of skills and should be good at multitasking and in order to be a successful a Secretary candidate will have various prerequisite skills and qualifications including: 

  • Excellent communication skills to effectively deal with clients, staff and managers
  • Excellent administrative and organisational skills
  • The ability to prioritise tasks and remain calm under pressure
  • The ability to work with others and work independently
  • Good customer service skills and a friendly, polite disposition
  • Experience maintaining and managing a manager’s calendar
  • Sound knowledge of computer systems and relevant software programs
  • Fluent English speaking skills
  • Good writing abilities

 

Secretary experience requirements

Most employers expect that Secretaries have some form of administrative or secretarial experience. Specific criteria may include knowledge of general office procedures and relevant computer programs, such as Word, Excel, Systems Applications and Products (SAP), Timelink and ActivePay software. Employers may also require that candidates have customer service experience and know how to operate basic office equipment. Secretaries that work in certain industries like law and medicine, may need to prove experience within these fields.

 

Secretary education and training requirements

There are no fixed education and training requirements for this career. Some enter the profession with a few GSCEs at grades 9 to 4, including English, and basic computer skills, whereas others gain knowledge and experience through an apprenticeship. Candidates can also complete a course in administration or secretarial skills. Cambridge International College (CIC), for instance, offers a Diploma in Administrative, Personal Assistant and Secretarial Duties. An institute like The Institute of Administrative Management also offers various courses in this field, including an Award in Professional Personal Assistant and Administration Skills and a Level 4 Certificate in Office and Administration Management.

 

Secretary salary expectations

According to Indeed Salaries, the average salary for a Secretary is £20,189 annually. Those who work in specialised fields like medicine or law, earn slightly more. A Medical Secretary, for instance, earns on average £21,506 per year. Senior Secretaries with many years of experience can expect to earn around £23,822 annually.

 

Job description samples for similar positions

If this job description doesn’t exactly match the job opening being advertised, here are a few other job descriptions of similar positions to look at:

 

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Secretary job description FAQs

 

What are the hours of the job?

A Secretary typically works a normal Monday to Friday, 40-hour workweek. These professionals rarely work after hours, over weekends or on bank holidays.

 

What qualifications and skills should a Legal Secretary have?

Legal Secretaries work closely together with Solicitors, Barristers and Legal Executives and craft their legal letters and documents. To do this work effectively, they need a solid grasp of legal terminology. Although it’s not a requirement, candidates can enroll for a course at the Chartered Institute of Legal Executives (CILEX) or  the Institute of Legal Secretaries and PAs (ILSPA).

 

What qualifications and skills should a Medical Secretary have?

As Medical Secretaries necessarily deal with patients, medical staff and suppliers in their daily duties, they need knowledge of medical terminology. There are several courses and qualifications available to these professionals, including a Level 2 Certificate and Diploma in Medical Administration and a Certificate in Medical Terminology from the British Society of Medical Secretaries and Administrators (BSMSA).

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