What Does a Secretary/Receptionist Do?

Secretary may refer to:

[mì sh]

[Secretary]: A person employed to handle communications and daily affairs and chores for superiors.

Secretbook: Secret books, such as the Palace Forbidden Book Collection, , and the court's confidential documents.

1. One of the job titles. The main responsibilities of the current secretary of our country are to assist leaders in handling general situations, investigations, contact receptions, and handling documents.

Assist leaders in contacting reception staff to handle documents and assignments.

Refers to the position of secretary.

The position of secretary is accompanied by the position of leadership. Only with leadership can a secretary exist. The relationship between the secretary and the leader is a special relationship different from the relationship between colleagues. The quality of this relationship is related to the development of the overall work and the success or failure of the secretarial work. The secretaries of general organs and units are not the special secretaries of a certain leader, but they serve the leadership group of the entire organ and unit, and their work has comprehensive characteristics.

From the perspective of the post of secretary, the post of secretary has undergone a process of transition from official to social career.

The secretary of today's society is essentially an assistant to the leader's work.

Secretary: It is a comprehensive auxiliary staff and public service staff around the leader and subject. They have the main functions of assisting decision-making, comprehensive coordination, communication of information, handling documents, meetings, and affairs. They are the staff and assistants of leaders and principals.

This definition can be understood from three perspectives:

1. The fundamental object of secretarial services is

   Various titles for secretaries in society

   (A) the professional characteristics of the secretary

   Immediacy and stability of services

   Knowledge and specialization

   Youthful and feminine

   (2) The secretary is becoming a soft talent urgently needed in modern society

   The secretary is one of the representatives of "soft talent".

   The career path for secretaries is very long. China's accession to the WTO provides secretaries with more and more extensive development space.

   (A) the fundamental nature of the secretary-auxiliary

   Auxiliary is a natural attribute of the secretarial department

   Auxiliary is

   It can be summarized as " four transformations " and " six requirements"

   (I) "Four Changes" in Secretary Work

   "Three services" for secretarial work (for the central government; for the central departments and provinces, autonomous regions, and municipalities; for the people)

   Secretary work should play "four roles" (staff role, assistant role, information role, coordination role)

   Achieving "Four Transformations

   1. Transforming from simply doing documents and doing business to doing both writing and planning;

   2. From simply passing information to comprehensively processing information;

   3. From passive service to active service:

   4. Change from doing things based on old experience to scientific management. These four changes actually put forward higher requirements for the secretarial staff, that is, the secretarial work should develop in the direction of comprehensive processing of information, active service and scientific management, which is also a characteristic of secretarial work in developed countries.

   (2) Six Emphasis on Secretary Work

   1. Emphasis on research work

   2. Emphasize

      Difference between functions and responsibilities

      Responsibilities are the specific tasks undertaken by secretarial staff in the activities of auxiliary management. It has the characteristics of diversity and specificity, and solves the problem of what the secretary should do

      Function is the overall function generated by all activities of the secretarial staff within the scope of their duties. It has macroscopic and general characteristics. It not only solves the problem of what the secretary does, but also the question of why and how the secretary should do .

      (I) Functions of Secretary

      Assist decision-making

      (1) The meaning of auxiliary decision-making: In the decision-making process, decision-making subjects are fully compensated in terms of knowledge (including theory), ability (including technology), experience, and energy, so as to improve the scientificity and timeliness of decision-making.

      (2) Characteristics of auxiliary decision-making: reflected in the following aspects:

      Comprehensiveness of auxiliary content

      With the globalization, informationization, and professionalization of economic management, the secretary has also begun to enter many fields with a new way of thinking, and has become an indispensable assistant to corporate leaders. In order to promote the modernization of secretarial work and improve the professional quality and working ability of secretarial staff, the state has implemented secretarial secretaries since 1998.

      Those who are engaged in procedural work in the office, assist leaders in handling government affairs and daily affairs, and provide services for leadership decision-making and implementation, as well as college students, graduates, and past graduates with professional qualifications as secretaries.

      On April 24, 2014, the overseas version of People's Daily published a full text of a speech by Comrade Xi Jinping in 1990, "The Style of a Secretary's Work-Talking with the Officials of the County Office". Although more than 20 years have passed, the thoughts in the article still shine with the light of the times. "Every sentence is true." The article pointed out that the secretary should strive to achieve the "five nos": not arrogant, not arrogant, not arrogant, inferior, and self-righteous. This not only has a strong learning value for those who are secretaries, but also has profound educational significance for the majority of leading cadres, especially young leading cadres.

      If you are not self-confident, arrogant, self-confident, inferior, or self-righteous, the "five nos", when read carefully, are all critical denials and strict requirements for some bad mentalities. State of mind determines state. For leading cadres, the mentality not only affects their own external image, but also affects the comrades around them, affects the working atmosphere, and affects the political ecology through words and deeds. Correct mentality is an important part of strengthening the self-cultivation of leading cadres and a necessary prerequisite for improving the ability of leading cadres to perform their duties. Implementing the "five nos" requirement into the leadership behavior of cadres will be a useful exploration to strengthen the cadre's mentality.

      Strengthening mentality construction lies in treating yourself properly. Chairman Mao said, "Everyone knows his own way." As a leading cadre, we must be realistic about our own "coordinates", and we must neither look at ourselves too highly nor arrogantly. Job changes and career development are of course closely related to personal abilities, but personal encounters are different. Some people are prosperous, smooth sailing, and some people are ups and downs. Regarding the former, we should not think that adolescents can rely on one's ambition and have fear or fear, that is, they must "do not inferiority"; for the latter, they must overcome the contempt and inferiority, that is, do not have inferiority. In short, in the face of ups and downs of life, fame and gain, you must have the usual heart, take it easy-when you have gains, you don't have to be complacent; ^[1]

      There are four levels in this profession: secretary five (national vocational qualification level 5, former junior), secretary four (national vocational qualification level 4, former intermediate), and secretary three (national vocational qualification level 3, original Senior), Second Secretary (Second National Vocational Qualification).

      In 2008, a national unified appraisal of secondary secretaries was carried out.

      Chinese foreign investment

      (1) Five-level secretary (one who meets one of the following requirements):

      1. After formal training of the five-level secretary, he has reached the required standard hours and obtained a certificate of completion.

      2. Work in this profession for more than 2 years.

      (2) Four-level secretary (one who meets one of the following requirements):

      1. Obtain the professional qualification certificate of the fifth-level secretary, who has been engaged in this occupation for more than 2 years. After formal training of the fourth-level secretary, he has reached the required standard hours, and obtained a certificate of completion.

      2. Obtained the professional qualification certificate of the fifth-level secretary and has been engaged in this occupation for more than 3 years.

      3. Continuously engaged in this occupation for more than 4 years.

      4. Obtain a vocational school (professional) graduation certificate from a secondary or higher vocational school that has been reviewed and confirmed by the labor and social security administrative department and aims to develop the skills of a four-level secretary.

      (3) Three-level secretary (one with one of the following requirements):

      1. Obtain a professional qualification certificate for a secretary at level 4 and have been engaged in this occupation for more than 4 years. After formal training of a secretary at level 3 for the required standard hours, and obtain a certificate of completion.

      2. Obtained the professional qualification certificate of the fourth-level secretary and has been engaged in this occupation for more than 5 years.

      3. Obtain a college graduate certificate and have been engaged in this occupation for more than 2 years.

      (4) Second-level secretary (one who meets one of the following requirements):

      1. Obtained the third-level secretary's professional qualification certificate, continuously engaged in this occupation for more than 4 years, and obtained the required standard hours of training after formal training of the second-level secretary, and obtained a certificate of completion

      2. Obtained the third-level secretary's professional qualification certificate and has been engaged in this occupation for more than 6 years.

      3. Obtain a bachelor's degree and have been engaged in this occupation for more than 4 years.

      The secretary belongs to the company's back-office staff. If someone close to the boss can effectively handle all the tasks assigned by the boss, he will naturally get the boss's attention. Many supervisors are selected from the secretary. Generally speaking, the promotion of the secretary is relatively slow, but in the long run, this position is very stable. The secretary often needs to communicate or communicate with other people in the office, so he needs to have strong text and

      "Secretary" magazine is a professional journal for secretarial workers, secretarial teachers and students, and scholars at all levels. Magazine by

      Title: Secretary (National Vocational Qualification Level 4)

      Book Number: 1937291

      Publisher: China Labor and Social Security Publishing House

      Pricing: 14.0

      ISBN: 750454576

      Author: Office of Labor and Social Security textbooks organizations

      Publication date: 2004-10-01

      Edition: 1

      Folio: Small 16

      Introduction:

      The vocational qualification certificate is an employment pass, and the number of national vocational skill appraisals is increasing. The readership of this book is the student group of candidates for vocational skills assessment. In terms of content, according to the requirements of the assessment points, readers are given intensive training before appraisal; in form, according to the scientific review method before the exam, the reader is gradually led into the appraisal verification battle space and helps readers reach the other side of victory. This book includes four parts: exam guidance, practical exercises, in-person examination rooms, and theoretical knowledge enhancement.

      The test guide provides 4 forms of skill appraisal test question form, composition of test papers and assessment considerations, improving adaptability and achieving good results, and assessment content according to the requirements of operation skill appraisal. It aims to help and guide readers Make multiple preparations for knowledge and psychology before the assessment.

      The actual drills provide specific guidance on the operation skills of the assessment points one by one according to the requirements of the operation skills assessment. The purpose is to enable readers to deeply understand the requirements of the assessment points and to master the operation skills required by the assessment points.

      Visit the examination room in person to familiarize readers with the examination format through the complete operation skills assessment papers, understand the examination room rules, scoring principles and standards, and make targeted preparations for the examination.

      Theoretical knowledge enhancement According to the requirements of theoretical knowledge appraisal assessment points, the key content of theoretical knowledge review review is given to help readers to strengthen the memory of theoretical knowledge assessment points before the exam, and play the role of "grinding the gun"

      table of Contents:

      Exam Guidance

      Skill appraisal test form

      Composition of examination papers and assessment considerations

      Improve adaptability and achieve good results

      Examination content

      Key points of the four-level secretary's operation skills appraisal

      Key points of the four-level secretary's theoretical knowledge appraisal

      Hands-on exercise

      Assessment points 1-determine the specifications of the reception

      Assessment Point 2-Make a reception plan

      Assessment Point 3-Horizontal Communication

      Assessment Point 4-Vertical Communication

      Assessment Point 5-Handling Conflicts

      Assessment Point 6-Performing a Security Check

      Assessment Point 7-Information Confidentiality

      Assessment points 8-compile the watch

      Assessment Point 9-Management of petty cash

      Assessment Point 10-Reimbursement of Business Expenses

      Assessment Point 11-Sending and receiving text processing

      Assessment Point 12-Purchase of Office Equipment and Supplies

      Assessment Point 13-Storage of Office Equipment and Supplies

      Assessment Point 14-Inventory Management of Office Equipment and Supplies

      Assessment Point 15-Timetable

      Assessment Point 16-Fill in the work log

      Assessment Point 17-Management Work Log

      Assessment Point 18-Preparation of Briefing

      Assessment Point 19-Preparation of Meeting Records

      Assessment Point 20-Formulating a Letter of Intent

      Assessment Point 21-Preparation of Order Form

      Examination points 22-to write a product manual

      Assessment Point 23-Preparation of the meeting agenda

      Assessment Point 24-Formulating the Meeting Schedule

      Assessment Point 25-Selecting a Meeting Site

      Assessment Point 26-Keep a Record of the Meeting

      Assessment Point 27-Do a good job of information communication during the meeting

      Assessment Point 28-Do the duty and security work well during the meeting

      Assessment Points 29-Do a good archive of meeting documents

      Assessment Point 30-Doing a Good Job in Meeting Funds Settlement

      Assessment Point 31-Draw up the plan for open visit activities

      Assessment Point 32-Arrange Banquet Activities

      Examination Point 33-Formulating a Business Travel Plan

      Assessment Point 34-Prepare for Business Travel Abroad

      Assessment Point 35-Systematic Arrangement of Information

      Assessment Point 36-Effective Information Transmission

      Assessment Point 37-Orderly Storage of Information

      Assessment Point 38-Classification of Archives

      Assessment Point 39-Archive Retrieval

      Assessment Points 40-Do a good job of file identification

      Assessment Points 41-Do a Good Job in Archives Custody

      Visit the exam room

      Paper 1

      Paper 2

      Theoretical strengthening

      Assessment Scope 1-Concepts and Procedures of Official Documents

      Assessment Scope 2-Document Format

      Examination Scope 3Distinguishing and Analyzing Texts and Writing Common Documents

      Examination Scope 4-Basic Knowledge of Document Preparation

      Assessment Scope 5-Basic Computer Knowledge

      Assessment Scope 6-Use and Maintenance of Common Office Equipment

      Assessment Scope 7-Computer Network Knowledge

      Assessment Scope 8-Basic Knowledge of Shorthand

      Assessment Scope 9-Company Law

      Examination Scope 10-Foreign Investment Enterprise Law

      Assessment Scope 11-Labor Law

      Assessment Scope 12-Basic Knowledge of Enterprise Management

      Assessment Scope 13-Reception Knowledge

      Assessment Scope 14-Communication Basics

      Assessment Scope 15-Knowledge of Office Affairs and Management

      Assessment Scope 16-Drafting Knowledge of Common Business Documents

      Assessment Scope 17-Conference Knowledge

      Assessment Scope 18-Knowledge of Business Activities

      Assessment Scope 19-Information Management Knowledge

      Assessment Scope 20-Archive Management Knowledge

      Background:

      In European and American countries, a secretary means a profession, a profession with strict quality requirements. To work as a secretary, you must pass the examination and obtain a professional certificate before you can practice. In response to the specific situation in China, the Ministry of Labor and Social Security launched the National Secretary Professional Qualification Examination for the first time in 1998. As of November 2005, there were 230,000 appraisers in the country, of which the national professional qualification certificate 170,000 people. The national secretary's professional qualification certificate aims to train the practitioners in theoretical practice, improve the skills of all aspects of the secretary's work, and make the secretary's professional qualification certificate a necessary condition for entry. ^[2]

      Registration conditions:

      Can apply for one of the following conditions

      primary:

      1. Engaged as a secretary for more than one year;

      2. Graduated from vocational school secretary major;

      3. After the primary formal training of this occupation.

      intermediate:

      1. Obtain a junior secretary qualification professional certificate, have engaged in secretarial work for more than two years and have undergone intermediate formal formal training in this profession;

      2. Obtain a junior secretary qualification professional certificate and engage in secretarial work for more than three years;

      3, engaged in secretarial work for more than four years without intermediate formal training in this occupation;

      4. Graduated from the college of secretarial major.

      advanced:

      1. Obtain a professional certificate of intermediate secretary qualification, engaged in secretarial work for more than two years and have received high-level formal training in this profession;

      2. Obtain a professional certificate of intermediate secretary qualification and engage in secretarial work for more than three years;

      3. Engaged in secretarial work for more than ten years and received formal training in this profession;

      4. After graduating from a college secretarial major, and engaged in secretarial work for more than three years;

      5. After undergraduate secretary majoring in the university and engaged in secretarial work for more than two years.

      Curriculum:

      Basic knowledge of secretary: professional ethics, economic management, Chinese, office automation, shorthand and laws and regulations;

      In-kind secretary: reception work, archival work, paperwork, office work, information work, coordination work and conference work.

      test type:

      The National Secretary's professional qualification examination adopts a combination of "knowledge appraisal" and "skill appraisal". It is divided into two tests and is conducted on the same day. After passing the appraisal, the "People's Republic of China Professional Qualification Certificate" will be issued, which will be used nationwide.