secretary

The work

Secretaries provide administrative support to one or more people in an organisation. Their duties and responsibilities will vary according to the type of company they work in, but may include:

• word processing or typing letters and other documents
• updating records using computer database and spreadsheet software
• answering the telephone and dealing with enquiries
• making appointments and keeping diaries
• taking minutes at meetings, possibly using shorthand
• dealing with incoming and outgoing post
• drafting letters and other documents
• filing
• photocopying and printing.

Well-qualified and experienced secretaries may take on extra responsibilities such as dealing with accounts, controlling budgets and presenting reports. They may also act as personal assistant to a senior manager (see Personal Assistant profile).

Hours and Environment

As a secretary you will usually work 9:00am to 5:00pm, Monday to Friday. You may sometimes need to work extra or flexible hours at busy times.

Part-time work, job sharing and temporary work are available.

Skills and Interests

To be a secretary you should:

• be able to work efficiently and accurately
• have good keyboard and computer skills
• have a good command of English grammar, spelling and punctuation
• have good communication skills
• be able to work to deadlines
• be able to produce neat, well-presented work
• be discreet - you could be dealing with confidential information.

Entry

You do not need any set qualifications to work as a secretary, although employers may ask for some GCSEs (A-C)/S grades (1-3) or equivalent qualifications, including English.

If you have A levels/Highers or university-level qualifications, you may be able to find work with higher level of responsibility and promotion prospects.

You must have good keyboard skills, and many employers will prefer you to have a recognised qualification in administration or secretarial skills. Before looking for work, you may find it useful to take a qualification such as:

• NVQ/SVQ Levels 1 to 3 in Business and Administration
• City and Guilds, OCR (RSA) or London Chamber of Commerce and Industry Examinations Board (LCCIEB) certificates and diplomas.

Most further education colleges offer a wide range of full- and part-time courses. Some private secretarial courses also offer full-time intensive courses. Please check with colleges for exact entry requirements.

You may be able to get into this job through an apprenticeship scheme. Funding for apprenticeships is available for 16-24 year olds and some over-25s. To find out more, visit www.apprenticeships.org.uk. For information about apprenticeships in other parts of the UK, see Scotland, Wales and Northern Ireland.

Training

You will usually be trained on the job in company procedures and systems. You may also be able to work towards a secretarial qualification whilst employed. Qualifications include:

• NVQ/SVQ Levels 1-4 in Business and Administration (Levels 3 and 4 are suitable if you have some supervisory or management duties)
• London Chamber of Commerce and Industry Examinations Board (LCCIEB) Diplomas in Business Administration (levels 1,2 and 3) and the Private Secretary's Diploma
• OCR Level 1, 2 and 3 Certificates in Administration, and the Higher Level Diploma in Administrative and Secretarial Procedures. 

LCCIEB, OCR and City and Guilds also offer certificates in various secretarial skills such as:

• audio transcription
• bookkeeping and accounts
• office procedures
• shorthand
• text production
• typewriting
• word processing.

Opportunities

As a secretary you could work for all types and sizes of organisation, both in the private and public sectors.

With experience, you could be promoted to become a personal assistant or office manager, or move into other areas such as personnel. Alternatively, you could take further training to become a medical or legal secretary (see relevant job profiles for more details).

Annual Income

Figures are intended as a guide only.

Starting salaries can be around £11,000 to £14,000 a year.
More experienced secretaries can earn £15,000 to £19,000 a year.
Personal assistants and those with extra responsibilities can earn up to £25,000 a year.

Further information

Tel: 020 7294 2800
Tel: 024 7685 1509
6 Graphite Square
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
Suite 464
24-28 St Leonards Road
Windsor
Berks
SL4 3BB
Tel: 0844 8000 182

Education Development International plc 
International House
Siskin Parkway East 
Middlemarch Business Park
Coventry
CV3 4PE
Tel: 0870 720 2909

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