VACANCY

Duties of the Secretary

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Conduct searches to find needed information, using such sources as the Internet.
• Learn to operate new office technologies as they are developed and implemented.
• Manage projects, and contribute to committee and team work.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Prepare and mail checks.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Key skills for secretaries

• Good communication, customer service and relationship-building skills
• Team working skills
• Organisation and time management skills
• Attention to detail
• Negotiation skills
• Assertiveness
• Flexibility
• Tact, discretion and diplomacy
• The ability to be proactive and use your initiative: to see what needs doing and to do it
• The ability to use standard software packages (e.g. Microsoft Office)and to learn bespoke packages if required