Improve Your Secretarial Skills
Secretarial jobs require a wide variety of skills and attributes, and if you want to land one of the better-paid roles that are out there, you will have to make sure that your skills are a cut above the rest. If you are unsure of what employers will be looking for in a secretary, it can pay to have a look through some relevant job vacancies, such as those advertised in the public sector jobs section of the Guardian Jobs website. Here is a guide to some of the key skills and attributes required by a secretary, and advice on how to improve them.
As a secretary, you will have to communicate with a wide variety of people, so good communication skills are a must. You must be able to talk fluently in English, and it is a big plus if you have some familiarity with other languages as well. As you will be spending a fair proportion of your time making and answering phone calls, it is important to cultivate a friendly, relaxed, and professional phone manner. Before you begin a phone call, it can help to take a deep breath, as this will give your voice energy and help you to sound relaxed and confident. It is important not to talk too quickly, especially if you are leaving a voicemail message, as this can make your voice less intelligible. Try to sound as sincere and friendly as possible, and listen attentively to everything that the other person is saying. Even if you have a heavy workload, you should put aside all other concerns when you are answering the phone, or else you run the risk of sounding distracted and unprofessional.
Good computing skills are vital in secretarial jobs. Most secretarial roles require a strong familiarity with Microsoft Office, so if you only have a basic working knowledge of the programs in this suite, you might want to consider going on a course in order to improve your skills. In particular, you can really speed up your productivity by learning all the keyboard shortcuts associated with these programs. Most secretarial jobs also demand a fairly high typing speed, and while you will probably have learned to touch type at secretarial college, it is almost always possible to improve your typing speed with dedicated practice.
Other attributes that are desirable in a secretary include good time management and strong organisational skills. A good secretary will punctual to a fault, and be able to list and prioritise tasks in order of importance. Try to gain a strong working knowledge of the filing system in your place of work, and if you can see where improvements can be made, you should try to make the necessary changes yourself, as this will show initiative. However, you should check with your superiors before making any radical changes to their filing system, as there might be a good reason behind a seemingly impractical arrangement.
what will i learn?:
On completion of this training delegates will:
- Have developed the skills to make a greater contribution to their manager and team
- Become more pro-active
- Plan, organise and manage their day more effectively
- Use essential project management tools and techniques in their daily functioning
- Improve their customer service skills, with both internal and external customers.
course outline:
- Managing the relationship with your boss
- Anticipate your boss's needs
- Working with multiple boss's
- How to get organised and stay organised
- Personal efficiency
- How to organise your work-station for improved efficiency
- Organisational Planning
- Learning to delegate
- Managing small projects
- Assertiveness skills for the PA
- Learning how to say NO
- Organisational image
- Customer Service and dealing with difficult people
- Highly skilled presenter
- Comprehensive course pack
- Certificate of attendance
- 5 star training venue
- Lunch, tea and refreshments
- Parking
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