Unit 1 Professional Secretary

1. Unit 1 Professional Secretary

2. Reading and Translating Reading A: US Professional Secretarial Job Description Reading B: Resume • Simulated Writing ---- Business Letters • Listening and Speaking ---- Meeting People

3. Reading AUS Professional Secretarial Job Description • What do you think should be the duties of a secretary? • What skills should a secretary possess?

4. Structure of the passage 1. (1) Introduction: overall duties of a secretary 2. (2-9) Other duties of a secretary 3. (10) Skills of a secretary 4. (11) Summary

5. Outline • 1. Introduction :overall duties of a secretary 1) to relieve the executive of administrative details 2) to maintain effective office procedures and efficient workforce 3) to implement policies and procedures 4) to establish and maintain harmonious relationship with people

6. 2. Other jobs /duties of a secretary 1) to make appointment for the executive 2) to receive and assist visitors 3) to arrange the executive’s business itineraries and travel requirements. 4) to use initiative to accomplish other jobs 5) to make notes and shorthand and type materials 6) to sort ,read ,and annotate incoming mail, and document 7) to write correspondence and reports and prepare communication outlines. 8) to research and abstract information and supporting data. 9) to correlate and edit materials 10) to be good at maintaining filing and record management systems. 11) to make arrangements for the executive 12) to be the recorder of minutes and distributor of its transcription 13) to supervise or hire employees, select or make recommendation

7. 3. Skills of a secretary 1) to possess office skills 2) to be proficient in office software 3) to possess effective business writing skills • 4. Summary

8. description narration exposition argumentation • Four types of essays:

9. Exposition: • to inform readers (Ø to convince readers; to cause a change in thinking ) • an explanation of facts, of the way in which something is done • not always contain arguments and persuasion • Most important quality: clarity (Ø redundant descriptive words)

10. To achieve clarity • limit the subject or the scope of discussion • prepare enough material • present facts and views in proper order • accuracy and clarity of words and sentences

11. Part 1 (1) • What are the major jobs of a professional secretary according to paragraph 1? First Second Third Fourth

12. relieve: • to lessen pain or some other unpleasant feeling eg. Drugs helped to relieve the pain. relieve tension/pressure/stress etc. • relieve someone of : to free someone of something heavy or difficult ③ to replace someone when they have completed their duty or when they need a rest eg. The guard will be relieved at midnight. • relieve sb of their post/duties/command etc.: (formal) to take away someone's job because they have done something wrong eg. After the defeat General Meyer was relieved of his command.

13. A secretary is expected to relieve the executive of various administrative details. A secretary is expected to help the executive by taking away some administrative details from him.

14. A secretary is required to coordinate and maintain effective office procedures and efficient work flow. 秘书应该协调并确保有效的办公程序和高效的工作流程。 coordinate: v. to organize people or things so that they work together effectively n. one of a set of numbers or letters that give the exact position of a point on a map eg. You can’t find the city on the map if you don’t know the coordinates of latitude and longitude. effective: producing the desired result efficient : working well quickly and without waste

15. WORD CHOICE: customer, client, patron, shopper, consumer • Customer is the most general word. A customer is someone who buys something from a particular shop. People who pay to use something such as a transport service can also be called customers : A customer came in and bought several jackets. |Customers are advised that the next train is delayed. • A client is someone who pays for a service : a hairdresser and her clients • A patron of a particular restaurant, bar etc is someone who eats or drinks there. This is a fairly formal word and it is more usual to use customer : Patrons are asked to refrain from smoking. • A shopper is someone who is involved in the activity of buying things from shops : The street was crowded with shoppers. • A consumer is anyone who pays for goods and services. This word is used especially when you are talking about people's rights : Consumers have a right to know what they are buying.

16. Part 2 （2-9） • He or she is expected to receive and assist visitors and telephone callers in every way possible and then refer them to the executive or other appropriate persons as circumstances warrant.

17. refer to someone/something: to mention or speak about something refer to something: to look at something in order to get information refer sb/sth to sb: to send someone or something to a person or organization to be helped or dealt witheg.My doctor is referring me to a dermatologist.My complaint was referred to the manufacturers. refer sb to sth: (formal) to tell someone where to find informationeg.Readers are referred to the bibliography for further information.

18. warrant : v. to need or deserve eg. This tiny crowd does not warrant such a large police presence. n. a legal document that is signed by a judge, allowing the police to take a particular action eg. The court has issued a warrant for arresting the murderer. 法院已发出了逮捕杀人犯的逮捕令。

19. 他（她）应该能够得体地接待、帮助来访者和打电话来联系业务的人，并将他们引荐给上司或根据具体情况引荐给其他合适的人。他（她）应该能够得体地接待、帮助来访者和打电话来联系业务的人，并将他们引荐给上司或根据具体情况引荐给其他合适的人。

20. itinerary a plan of a journey, including the route and the places that you will visit • A schedule is a plan that gives a list of events or tasks and the times at which each one should happen or be done.

21. Next, a secretary is expected to take action authorized during the executive’s absence and use initiative and judgment to see that matters requiring attention are referred to a delegatedauthority or handled in a manner so as to minimize the effect of the employer’s absence. • 在上司外出期间，秘书还必须具备承担授权代理的职务的能力。为了尽可能减小上司不在时所造成的负面影响，秘书必须运用其主动性和判断力保证特别授权关注的事务被妥善处理。

22. shorthand: a fast method of writing using special signs or shorter forms to represent letters, words, and phrases (in shorthand)eg.The reporter took notes in shorthand.a secretary who takes shorthand (=writes in shorthand) • if you write something in longhand, you write it by hand using complete words, rather than typing it or using special short forms of words.

23. A secretary is expected to sort, read and annotate incoming mail and documents and then attach appropriate files to facilitate necessary action. sort: to put things in order or in place according to their type Although Jack is sometimes out of sorts, he is really not a bad sort. 尽管杰克有时候性情暴躁，但他并不是个坏人。

24. facilitate: to make it easier for a process or activity to happen eg. Computers can be used to facilitate language learning. 秘书还应对来函来信进行分类、阅读和注解，将他们归类存放于相应的文档中便于今后需要时提取。

25. A secretary is expected to research and abstract information and supporting data in preparation for meetings, work projects and reports. abstract: adj. general and not related to a particular situation n. a shortened form of a speech or piece of writing • to separate out important pieces of information from a speech or piece of writing 为了准备会议、工作计划和报告，秘书要要研究和摘录资料及相关数据。

26. WORD CHOICE: meeting, conference, gathering, party, council • meeting可以用于两人或多人，表示偶然的或拟定的，短暂的或持续的聚会。它的用途很广，可用于日常普通场合，也可用于特殊的或官方的正式场合。广义上的会议，一般的聚集性会议。如： The students had a class meeting last Friday． The summit meeting(高峰会议) of the state heads came to an end two days later． • conference指专门性的正式会议，常用于就某个重大问题进行专门研究或交换意见的讨论会、协商会等。人数较多的正式学术会议，政论型会议。如： Many reporters came to attend the press conference． The annual conference of geologists will be held in Chicago this year． 以下还有另外两个近义词“会议”，： • gathering一般指非正式的集会，常用于群众性的活动（像联欢会等）。如： A public gathering was held in Zhongshan Park on May Day． • party指社交性或娱乐性的集会。如： Mary and I were invited to Jane’s birthday party the other day． Mr.Brown gave a dinner party last Thursday． • council:专门，专项会议。由选定的专家和特定职能的人员形成的议事机构。

27. He or she may supervise or hire other employees, select or make recommendations for purchase of supplies and equipment as well as maintain budget and expense account records, financial records, and confidential files. 秘书既要负责管理或雇佣其他雇员，又要选择或推荐购买办公用品和设备，同时，秘书还要负责预算和开支的账目记录、财务记录和机密文件的保密管理工作。

28. Finally, a secretary may be required to maintain an up-to-date procedures manual for the specific duties handled on the job. manual: adj. using one’s hands eg. His strong muscles resulted from his long-term manual labor. n. a book of information telling you how to do something or use a machine • 秘书必须要持有最新的工作手册已被处理具体工作时查用。

29. Part 3 (10) • ever-evolving ever-: something exists and continues all the time evolving: developing, gradually changing or maturing over time

30. Part 4 (11) • In summary, the secretarial position can be described as “the boss’ confidant, office manager, supply and equipment purchasing manager, ‘jack of all trades’, and master of office mysteries”. • 总而言之，秘书的工作可以被描述为“老板”的心腹、办公室主任、产品和设备的采购部经理、“多面手”和办公室秘密的掌握者。

31. Reading B Resume • résumé /’rezju:mei, ‘rei- US rezu’mei/ • curriculum vitae (CV): a short written document that lists your education and previous jobs, which you send to employers when you are looking for a jobAmerican Equivalent: resume

32. YRIS: Your resume is scanned, not read. • KISS: Keep it short and simple. • Limit your resume to one page, and use simple, everyday language.

33. 6 C’s of effective CV’s • • Conceptual: positions you professionally in a visually appealing way • • Current: revised at least annually with relevant information and dates • • Clear: well organized, logical, readable, easy to understand • • Concise: contains only relevant information listed one time • • Complete: contains information about the qualifications you offer for the desired position • • Consistent: information presented in consistent order and format

34. resume objective • A resume objective is a short, powerful statement at the top of your resume that tells the employer exactly how you will be of value to their organization. Given that employers scan each resume at lightning speed before deciding whether to read on or not, the objective maximizes your opportunity to grab their attention in those precious seconds. • In short, it's an introduction that provides an instant sense of how you would fit into the advertised role. If it works properly, it will get your resume looked at more closely.

35. When to include a resume objective • Students applying for internships or trainee jobs can use objectives to show the recruiter what they stand to gain from a young applicant with little experience. Entry level applicants and recent graduates frequently use resume objectives, as they give a focus to a resume that doesn't yet include much work experience. The same goes for people with only one or two years of work experience. • People changing careers use objectives to show the employer what they can add to the organization, despite lack of directly relevant experience. Likewise, the resumes of people with very diverse experience will benefit from such added focus. • Those in creative careers, where the recent experience doesn't necessarily reflect the breadth of their creative abilities, use them to show how their creativity can be applied to gain results in the employer's area. • It's important to only include an objective statement when you are targeting a particular job, so that it can relate your skills and experience directly to that employer's needs.

36. Remember To Be Descriptive • When describing your background be descriptive, use numbers and paint a broad range of your experience. For example, compare the following section from Sandra's before curriculum vitae. It is representative of what the rest of her C.V. looked like.

37. For management, supervision & leadership skills, use words such as executed, improved, increased, oversaw and prioritised.  • For communication & people skills, use verbs like addressed, developed, influenced and negotiated. • For technical skills, use words such as assembled, fabricated, operated and programmed. • For clerical & administrative skills, use words like arranged, collected, ordered and purchased. • For problem solving and development skills use words such as created, designed and improved. • For financial skills use words such as audited, budgeted and balanced. • For helping skills use words such as assisted, guided and volunteered. • For teaching skills use words similar to coached, instructed and persuaded. • For research and analytical skills use verbs similar to developed, documented, edited and investigated • For creative skills use words similar to customised, invented, originated and revised. • For general accomplishments, use words such as achieved, eliminated, initiated, invented & resolved. 

38. According to the University of Hertfordshire’s Psychology Department, there are ten ‘feel good’ words or phrases that it is vital to use on your application form. ‘Achievement’, ‘evidence’ and ‘experience’ are just three. • The others that strike just the right note with recruiters, personnel departments and admissions officers are: ‘active’, ‘developed’, ‘impact’, ‘individual’, ‘involved’, ‘planning’ and ‘transferable skills’. • The researchers also found that there are several words that you should avoid using. Employers are turned off, the study suggests, by applicants who use ‘always’ and ‘never’ in context of their skills and experience. Both these words suggest exaggeration. ‘Negative’ words such as ‘awful’, ‘bad’, ‘fault’, ‘hate’, ‘mistake’, ‘nothing’, ‘panic’ and ‘problem’ should all be avoided.

39. 内容： 页眉 （title，个人信息） 教育背景 （应届毕业生教育背景在前） 工作经历 个人资料

40. 姓名写法：注意大小写及拼音拼法 • 教育背景： 1. 时间上采用倒叙 2. 学校名称、学校地点、学位名称及获得学位的时间 3. achievement和main courses可选 • 工作经历： 1. 时间上采用倒叙 2. 单位名称、单位地点、在职时间及主要职务

41. 个人资料 （personal, personal information, other information, additional information） 1. 语言：native speaker of Chinese; fluent in ---; --- as a working language; some knowledge of --- 2. 电脑： Ø familiar，∨frequent user of --- 4. 资格证书 5. 爱好与特长

42. Ø spelling mistakes • Ø grammatical mistakes • Ø redundancy • Ø wrong order • Ø long sentences • Ø abbreviations • Ø too many “I”s

43. Twenty CV  ‘do’s’ • 1. Layout is important. Pay attention to the amount of white space you have, as well as to font size and type.  You should adhere to ‘standard’ formats, as employers tend to prefer them.  • 2. Do not underrate or overrate your accomplishments.  Be honest.  Remember that you will have to support your statements with objective facts. • 3. Develop a personal and consistent style.  Start phrases with action verbs.  Avoid phrases such as “My responsibilities included.” • 4. Do not forget that the reader gives a maximum of 20 seconds to your CV on first reading, so the recruiter wants an impression of you at a glance.

44. 5. If you are a mature professional with 20 or more years’ work experience, you don’t need to go back more than 10/15 years, unless your most relevant work experience is from farther back.   Also, in these situations consider writing a functional or skills based CV • 6. Limit your CV to one page. Avoid long sentences or paragraphs. Avoid subjective statements and meaningless qualifiers. • 7. Use the word “I” sparingly or not at all.  It should only be used in the job objective or summary section.  Similarly, you can remove all “a” and “the” references, unless they are part of a title • 8. Quantify your achievements, and ensure that all statements are easily understood • 9. Be sure to proofread your resume - errors in spelling give recruiters an excuse to bin your CV • 10. Personal data unrelated to business or academic achievements are of limited value and may prejudice the person screening the resume.

45. 11. Be careful of TLA’s (three-letter acronyms) and other jargon • 12. If your name is Lee or Robin or Pat or anything else not clearly male or female, use a Mr. or Ms. prefix. • 13. If you have gaps in your work experience, start by looking at it differently. If you were doing anything valuable (though unpaid) during those so-called "gaps," you could just insert that into the work-history section of your resume to fill the hole.  Also, you should consider writing a functional or skills-based CV. • 14. Focus on achievements/accomplishments, not on responsibilities • 15. If you have worked for only one employer for a long period, then list separately each different position you held there, so your job progression within the company is more obvious. Also, you should consider writing a functional or skills-based CV.

46. 16. If you write a chronological CV, write in reverse chronological order, and include only years (and not months) in the dates. • 17. If you have a fragmented, scrambled-up work history, with lots of short-term jobs, minimize the job-hopper image by combining several similar jobs into one "chunk”.  Also you can just drop some of the less-important or briefest jobs. But don’t drop a job, even when it lasted a short time, if that was where you acquired important skills or experience.  This is another situation where you can you should consider writing a functional or skills-based CV. • 18. Focus on the needs/wants of the employer and the job in question. • 19. If your job title doesn't reflect your actual level of responsibility, either replace it with a more appropriate job title (say "Office Manager" instead of "Administrative Assistant" if that's more realistic).  Or use "their" job title and your fairer one together "Administrative Assistant Office Manager)". • 20. Your goal with the CV is to get an interview.  The material you include and the way that you write your CV should reflect this.

47. 10 CV ‘don’ts’ • 1. Don’t write the word "CV" at the top • 2. Don’t write fluffy rambling "objective" statements • 3. Don’t write a poor summary or profile • 4. Don’t include salary information • 5. Don’t give reasons for leaving jobs • 6. Don’t include a  "Personal" section, or personal statistics (except in special cases) • 7. Don’t include hobbies or other interests, unless the activity is somehow relevant to your job objective, or it clearly reveals a characteristic that supports your job objective • 8. Don’t include data that might lead to discrimination (age, race, weight, marital status, religion, etc.) • 9. Don’t include references, names of supervisors, and address/contact details of former employers. • 10. Don’t forget to proofread.

48. Simulated Writing: Business Letters • Layout of a Business Letter 1.信头 letter Head 2.日期 Date 3.封内地址 Inside Address 4.称呼 Salutation 5. 正文 Body 6.结尾敬语 Complimentary Close 7.签名 Signature

49. Letterhead Generally, a letterhead will include the company logo, company's name, address, telephone number, fax number and email address, and the web address if available. • Inside Address Always include the recipient's name, address and postal code. Add job title if appropriate.

50. Chinese way American way British way • Date eg. 02/01/03 2002年1月3日 2003年2月1日 2003年1月2日 To avoid confusion, it is a common practice to write months in words.