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8/14/2019 Modern Skills for sectatarial staff
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By: Sharmin Yameen
February 7, 2009
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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.
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Qualities
The qualities of secretary can be divided intotwo
categories such as:
a) Business attributes
b) Personal attributes
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SKILLS
The skills required to accomplish the duties of anoffice manager can be grouped into threecategories:
Conceptual Skills
Interpersonal skills
Technical Skills
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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.
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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.
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Relationship with the
Boss
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What is Communication?The transferring and understanding of
meaning.
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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.
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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.
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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.
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Thank your caller for calling. Ask them tocall again.
Never eat, drink, or chew gum while youare on a call.
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A few observationsData errors
Misuse of stationary specially envelopes ,papers etc.
Meeting deadlines are impossible in terms of
indicators, reports, goals etc.